Creating an environment where learning is fostered is the goal of every university and student success is ultimately achieved more easily if the school’s administration functions smoothly. Taking some of the repetitive duties that administrators do daily and taking them digital can free up their time for more important duties. Moving all university documents and records digital makes accessing and utilizing the data easier for staff.
Moving records management into the digital age can be intimidating for many universities because of their unique challenges.
Schools have unique challenges associated with their day to day operations.
Federal Educational Rights and Privacy Act (FERPA) requires Colleges and Universities to adhere to laws protecting the privacy of student records. Therefore, it is important that universities inspire trust by protecting the private information of their students. Having records and documents hosted in a secure cloud repository that is monitored and updated by experts allows schools to be sure that those records are safe. Depending on what Content Management Software that you choose you can also limit staff access to certain documents, redact information, adhere to retention guidelines, and enact other security measures.
With a large number of records trapped in storage, it can cost universities just to keep documents sitting around collecting dust. By removing these records and securely scanning them, according to FERPA guidelines, space that used to be filled with filing cabinets can be reallocated for use by staff or students.
Another advantage of transferring records to digital is that it can reduce the amount of time it can take to comply with any records requests. Moving records into a digital repository that can be easily searched will save administrators valuable time in their day.
One of the best ways to organize documents for any organization is by using an Electronic Content Management Software (ECMS). Using an ECMS can be especially useful for universities by expediting the onboarding process. Student onboarding can be a stressful and time-consuming process at the beginning of every year; with an ECMS Administrators can quickly capture new student data with online forms and create automated processes to cut down on time.
The billing process can be a complicated process with lots of small steps throughout that can be minimized by going digital.
Having records stored digitally means that documents can better be accessed for billing by:
An ECMS can be utilized to streamline the billing process by automating several billing processes, including:
DOMA utilizes AWS tools and services to help higher education digitize and manage documents. The first step in helping to organize your records is our Secure Document Conversion process which takes your documents to digital. This process for digitizing student records follows FERPA guidelines/regulations making sure that your school stays compliant throughout the whole process. Taking your records digital saves your university valuable office/classroom space and employee time looking through paper files.
Once your records are digital they can be stored in a highly secure cloud environment. Within the Cloud DOMA’s DX Software is utilized to organize and make your student files and other documents easily accessible, searchable, and secure. Our experts can help you set up systems in which documents can be automatically routed to the correct recipients helping to eliminate tedious daily tasks for your administrators.
DOMA Technologies (DOMA) was founded in 2000 as a Cloud-based document management company. Today DOMA delivers comprehensive solutions using the latest tools to help you collaborate with enterprise data. DOMA captures and transforms information through digital solutions using hyper-automation. Our data and document solutions pair traditional practices like scanning with advanced cloud technology to extract, convert, and visualize the data trapped in your documents.
These services, along with the DOMA Experience (DX) software platform are designed to help support your organization’s Digital Transformation journey. With a considerable portfolio of government, healthcare, education, and commercial business customers DOMA has the experience and infrastructure to deploy integrated solutions that address your business challenges with innovation. Contact DOMA to digitize your workflow; DOMA makes complex operations simple across a wide range of industries.
Learn more about DOMA’s Education Solutions
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