Every year schools, colleges, and universities welcome thousands of new students, and each year these new students result in many new documents being produced. From applications and admission forms to financial aid documents and everything in between, each document needs to be properly processed, filed and retrieved when needed.
This is what a document management system or DMS does. A DMS can help to free teachers, assistants, and administrators from the constant need to fill out forms, create new documents, and keep track of all that information, as well as communicating it to relevant staff members.
In education especially, there tends to be a huge data overlap. As an example, attendance information not only affects the classroom, but this data can impact everything from state and federal budget awards, to lunchroom ordering and management. A good system will not only make the information you need accessible easily, but can also make the data safer and more secure when stored offsite, or in the cloud.
The Benefits of DMS in Education
Network security and maintaining the confidentiality of student information is critical for educational institutions, especially when it comes to student records. Security is just one of the many benefits you’ll enjoy with a document management system. Some other benefits include:
The Elimination of Data Silos
Storing information in a data silo is detrimental. A good DMS solution, when combined with workflow software makes reintegrating data easily possible.
Data that is digitized and stored on the cloud is accessible 24/7/365. This improves your team’s ability to collaborate and communicate. In the event of the loss of, or damage to original paper documents, digitization guarantees access.
Saves Time and Lowers Costs
Digitized documents offer improved searchability and easier organization. Automating and streamlining everyday tasks saves time and lowers costs. A DMS can improve efficiencies when gathering compliance info, completing reports, or locating records, and lower your costs!
Vastly Improves Transparency
Because each action is tracked and logged, data security is assured. When logging in, users are required to enter a unique password which is logged by date, time, and action.
Today, there is more pressure on educational institutions than ever before! A document management solution can offer these and many other benefits.
Are you ready to learn more? Give us a call today and let us show you how a DMS can benefit your educational organization!