How a Document Management System Can Help Schools

How a Document Management System Can Help Schools

Educational institutions have traditionally been slow to adopt new technology, but times are changing as more schools and universities make the move to cloud-hosted document management systems (DMSs). By incorporating structured workflows into the school system, a DMS allows you to do more with less, even if most of what your particular institution handles are in hard-copy form.

#1. Improved Accessibility

Easy accessibility to information is one of the most important things in education, and that’s why every education provider should be able to centralize their critical information, such as contracts, emails, printed letters, invoices, and student data. A modern DMS provides centralized control over student documents while making all records easily accessible to those with authorized security credentials.

Document management isn’t just beneficial to administration; it also helps students thanks to easier and faster access to information. For example, if a student plans to transfer to another school or needs to apply for a scholarship or financial aid, your employees will be able to retrieve their necessary documents faster due to easy access, thereby boosting overall efficiency.

#2. Greater Efficiency

Since a cloud-hosted DMS provides access to your mission-critical documents from any device connected to the internet, it offers greater flexibility and efficiency for staff and students who work from home or are on field trips. At the same time, the fact that information is consolidated and standardized makes it searchable and consistent in quality.

A DMS is far more than just a cloud-hosted folder full of files. It comes with a user-friendly interface that allows you to find any document or information you need in seconds. Furthermore, a DMS enhances data quality by maintaining tight control over versioning and eliminating duplicate entries from the system. Old records will also be archived and retained as per compliance regulations.

#3. Better Security

Having a lock on your filing cabinet might be a good start, but it will get you only so far. On the other hand, digitizing your documents can introduce a slew of security challenges, especially if you have documents stored in multiple locations or fragmented across multiple storage systems. That’s why a DMS is ideal: It allows you to bring everything together, which also simplifies security.

Not only does a DMS help improve security by providing better control over access to your organization’s confidential information, but it also helps you meet your legal obligations. For example, FERPA legislation requires that you take steps to protect the privacy of your students and their parents. A DMS enables you to meet record-retention requirements while also greatly reducing the risk of important documents going missing.

#4. Intelligent Insights

Document management allows you to do more with the data at your disposal. With the incredible power of artificial intelligence and automation, you’ll have access to insights that can boost performance and deliver better service to your students. Best of all, these insights will be provided by up-to-date information in real time.

To illustrate the enormous value of real-time information in document management, imagine being in a situation where you need to make an important decision concerning the future of a student studying in your establishment. The decision might be based in what’s in one system and not in another. This results in conflicting ‘facts’ could harm the decision-making process. A DMS does away with that by consolidating all documents and data into a single, unified system where everything is always up to date. That way, everyone has access to exactly the same information.

PaperSave is a document management system designed to simplify electronic workflows and automate many of the repetitive tasks subject to human error. Chat with one of our representatives today to find out more!