Labor Savings

Your staff spends an inordinate amount of time searching for documents to fulfill requests for information. Education institutions are notorious storing archive records in hard-to-reach locations. By moving to a document management system, you will have key information at your fingertips, accessible through multiple search criteria.

Printing Costs

All of the aspects of printing and store documents are a major hit for an education institution. Hardware leasing or ownership, the purchase of paper, toner, ink, all cost money. Plus you need to figure in how much it costs for staff time to create and file printed materials. By becoming electronic, you may eliminate a major cost to your overall office expenses.

Storage Costs

Instead of paying for all the costs of offsite storage or onsite filing, like file folders, filing cabinets and filing labor, you can put all your documents in one place. And, with structural searches, keyword, and full text searches, you can find what you are looking for, and you can do it faster. Upon single server or cloud location, you can store can store millions of documents.

Lost Documents

7% of all paper documents get lost or misfiled. A secure and backed up paperless environment, greatly minimizes the risk of losing or misplacing a digital document. And if a disaster should occur, digital documents can often be recovered, whereas paper documents could be gone permanently.

Improved Service

Searching for paper files and documents when you receive face-to-face or phone requests by students, staff or others. When digital documents can be found instantaneously by keyword search, customer service can greatly improve. Also, drudgery like performing annual audits becomes a breeze.

Document Access

Think of the time savings that can be aggregated across your organization when it only takes seconds to find a document! That is real labor savings.

Document Security

Paper documents are not as secure as you might think. It’s pretty simple to access sensitive paper documents in an office when no one is looking. Electronic security systems that require passwords track when documents are accessed as well as who accessed them and exactly what changes were made. You will know that only authorized people have access to key records, plus you will know who accessed and made revisions to key documents.

Recovery Strategy

Paper documents can fade, suffer water damage, get lost or perish in the case of fire. Even when stored offsite in secure locations, documents have been destroyed due to nature or man made events. Recent studies have found that organizations that suffer catastrophic events usually do not recover, and frequently go out of existence. Electronic documents can be easily backed up and stored offsite or in the cloud, keeping documents safe if a disaster occurs and allowing for quick recovery.