Educational institutions have been going paperless one by one and realizing that enterprise content management will aid them in consolidating documents and content.
According to edscoop.com, K-12 school districts are operating on a “do more with less” mantra without a big enough budget. ECM tools aim to help with cost savings in addition to streamlining processes and boosting productivity.
“Considering the operational costs of paper documents — the personnel, time, space and equipment to manage and store them, as well as the possibility of paper being lost or destroyed — it’s clear why paper has become an obvious target for administrators looking to reduce the burden,” edscoop.com reported. “Student and employee forms, as well as other content still pose challenges that stymie their ability to more efficiently capture and manage.”
Therefore, educational institutions are increasing their paperless initiatives and turning to ECM and other business process technologies to consolidate content.
K-12 school districts and higher education institutions typically depend on software for a variety of different jobs, which edscoop.com says results in a “flood of disparate data from a variety of systems, such as ERP, SIS and LMS, that may be stored locally or in the cloud.”
Edscoop cited the experience of those at the University of West Alabama. A single-source content repository has reportedly been vital in reducing the school’s “onslaught of student paperwork generated by burgeoning enrollment numbers.”
The university has implemented a streamlining process that started with automatically making an electronic student file when prospective students submit an application or other admission information. That information is then consolidated and remains available for access. There are several other documents that fall into a similar process, including teacher contracts, grade change requests, expense reimbursement and requisition forms.
“Continued reliance on paper and manual processes often lead to bottlenecks caused by paper-based forms languishing in mailboxes or on desks, awaiting reviews and signatures,” edscoop.com reported. “Through secure business-process automation and electronic forms, communication is facilitated between departments and with students, promoting more efficient workflows and providing more detailed tracking of content and forms.”
An ECM platform also means the simplification of compliance and retention. Consolidating content into one system, organizations are able to streamline content storage and protection.
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