Document Management for the Education Industry | HelpSystems

Document Management for Education

Manage student and personnel records effortlessly with a document management system.

The Efficiency Learning Curve

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Document Management for Schools helps teachers focus on teaching
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If you’re in the education industry, you know that the documents will never cease.

Schools and universities take in students and see them graduate, year in and year out. Each student generates a whole series of paperwork—applications, records, financial aid documents. That’s not even taking into consideration the documents triggered by faculty and staff. From the smallest school district to the biggest university, educational workers are overwhelmed with overflowing documents.

Documents are constantly created and need to be processed and filed appropriately. Common education documents include:

  • Admissions forms
  • Financial aid paperwork
  • Student records
  • Personnel records

Network and student security are big concerns for many educational institutions. This is especially important when it comes to maintaining the security of student records and any other documents containing confidential information that enter an educational institution. Paper-based storage is difficult to keep secure—anyone can go into a filing cabinet, and it’s difficult to maintain oversight on who has accessed certain documents. And managing documents digitally—without a document management system—comes with security risks, too.

How many documents does your school or university process on a daily basis? Undoubtedly, the number is high. Some of these arrive in paper form and wind up stored in filing cabinets. Others may originate as electronic documents but still end up stored haphazardly.  As a result, tracking down the right document becomes a time-consuming task for school and university employees.

To make matters more difficult, the pressure is constantly on for schools and universities to do more with less. (Translation: there are fewer staff members and lower budgets across the board.) And how can a smaller staff manage documents that are being produced at a rate exponentially larger than ever before? Without an electronic document management system, it’s quite a challenge.

HelpSystems Document Management can help your institution meet the challenge of managing ever-increasing documents with fewer staff. 

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“We used to be swamped during the summer, preparing for the coming school year. This year, in spite of a record freshman class, we have had no need for additional staff, and we’ve even had a little time for strategic planning.”

Julie Olson, Director of Enrollment Services, Augsburg College

Graduate to Electronic Document Management

Leave the paper in the past. Find your education document management system. Then make it easy to index invoices, digitize reports, and manage records. 

Find More Time for Students

Time is of the essence for educators. You need to be able to find information quickly and get back to helping the students. HelpSystems software makes it easy to find documents fast. Each document can be indexed with up to ten search keys, so any relevant search will turn up the document in question. There’s no need to waste valuable time storing and retrieving documents. You can devote that time back to the students.

Simplify Admissions Processes

When students apply to your school or university, the paperwork piles up—applications, transcripts, test scores, and more. But with document management software for education, it’s easy to manage every application. Admissions processes remain easy to carry out, even as the volume of applications increases. 

Keep Track of Financial Aid Paperwork

Not every student can pay the price of an educational institution out of pocket. Multiple documents are typically involved when it comes to financial aid paperwork. And timely processing of financial aid paperwork is critical to keeping those students enrolled. Managing financial aid paperwork digitally makes it easier to process. You’ll be able to keep track of the paperwork and keep students on track, too. 

Save on Paper and Storage

By graduating to an electronic document management system, your school or university can experience measurable benefits in savings on the cost of paper and storage space.

Reduce Labor

Less time is required to file, store, and retrieve documents digitally. For many educational institutions, this means there is no need to hire extra temporary staff when gearing up for admissions. 

Keep Documents Secure

There’s no need to fret about document security. Your education document management system keeps confidential documents easily accessible to those who are authorized while completely private from prying eyes. Information can never be overwritten, lost, or accessed by a user without the right credentials.

Discover Your Solution

Find out how document management will help your educational institution. Schedule your free consultation. We’ll discuss your processes and help you find the right solution for you.

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