Document Management in Education
If there is one place where document management is important, it is in schools. The administration has so much to keep track of for every student. Transcripts, contact details, personal details, and course and billing details all have to be meticulously recorded and readily available. In addition, if any changes are made in one department, they must be noted in all departments to accurately keep track of the students. For this purpose, an inter-departmental system is vital! Data can be entered in one computer and shared throughout the administration. Password protection is also important in that only authorized people can see the information that they are supposed to have access to. Today, many schools, especially colleges, have campus-wide systems where students can access their records, class schedules, and other information from any computer. In addition, parents can access the information as well to track their child’s progress. Paper documents and physical files have become a thing of the past as most administrations are turning to online document management solutions.
Financial management is another reason why schools turn to document management software. It is very important to have an accurate financial management system. Using an inter-departmental system, everyone in the company can keep track of the budget, what has been ordered and what needs to be ordered. This can help save time and costs. Student billing is one thing which document management has made very easy. The school must keep track of who has paid tuition, or who owes money for other things. The system can automatically generate e-mails to send to students and parents who owe money to the school. With the reduced amount of funding and donations, schools have to keep their budget under tight control. An organized system is imperative to keeping costs as low as possible.
Document imaging is the process of scanning paper documents and converting them to digital images that are then stored in a database. Once the document is scanned, the entire department can easily work with it without making copies. Not only is document imaging efficient but it helps conserve paper. Many schools have already converted to document imaging to store all their important documents, and in the future more and more will also convert. It will probably be a long time before paper becomes obsolete, however, because many people still like to receive paper statements in the mail and send bills in the mail as well. However, the less paper that is used the better for the environment. Companies such as Laserfiche offer simple and elegant solutions to the organizational problems schools often have.
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