For Educational Institutions

We've witnessed how difficult it can be to maintain student files and records that are coherent, confidential and comprehensive, let alone accessible in real-time. We have found that the difference between a scrambling student services representative and a well informed responsive one is of vital importance to bottom-line results. With limited time to search filing cabinets for paper-based documents and the network for electronically generated files such as grades, transcripts, emails, and attendance records, registrations of new students might, in the past, have come as a dreaded experience three times a year.

We know that the competition is fierce in recruiting new students, operating costs are rising at a record pace and government regulation continues to increase. In addition, you face major decreases in Government funding while the increased demand for student financial aid grows exponentially each year. In order to address these demands and set the course for continued growth, you need to maximize operating efficiencies within the various departments.

We encourage you to explore the benefits of using a Docubase ECM (Enterprise Content Management) solution in your organization and contact us for a free demonstration and assessment with one of our representatives.

Admissions and Registrar

The DB-Education Suite puts all student information at your fingertips helping staff from Admissions and the Registrar's office answer inquiries instantly. Further required actions are handled through the use of e-mail or the Docubase 'work baskets' allowing student documents to be directed the appropriate user, further enhancing the process flow within your organization.

Reduce the Cost of Paper Processes

Paper documents are scanned while electronic documents and files are directly imported into the Docubase repository. Further enhancement to workflow is gained through the ability of Docubase to link student records to virtually any College or University system. Docubase secures all stored files in an encrypted repository. Access to the repository is controlled through the use of assigned logins and passwords allowing activity rights based on document groups, workgroups and user level.

Enhance Student Service

The DB-Education Suite provides the ability to automate online application archival while student transcripts and other paper documents are scanned and archived at the point of receipt. E-mail correspondence or other electronically created files are stored as part of the associated record within the repository. The workflow component of the DB-Education Suite routes information to the appropriate personnel based upon that department's unique set of business rules.

Forms processing, OCR and ICR recognition technologies further enhance the process by eliminating manual data entry for indexing and the information can be transferred to your degree auditing and SIS applications. Grade changes, add/drop requests and graduation applications are processed and routed for approval.

Benefits

• Automatic application/information routing to the appropriate reviewer
• Instant access to all student documents from a single source
• Elimination of filing cabinets to regain office space
• No lost student records and admissions paperwork
• Controlled access for authorized personnel only
• Immediate updates available to the entire campus

Transcripts no longer need to be manually keyed; with Docubase Calypso for Transcripts once the Transcript is scanned the data can be automatically transferred.

Examples of State Regulations