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.

Business Office

Business operations are streamlined and secure using the DB-Education Suite. Processing invoices, tracking purchase orders, managing student account and activity information are simplified by electronically linking the documents to the corresponding files and transactions in your accounting software.

Accounts Payable/Receivable

Supplier information is accessed directly from your desktop allowing you to answer payment inquiries in real time. Transaction turnaround is enhanced by eliminating the need to search for paper documents and time-consuming callbacks. The DB-Education Suite allows you to fax, print or e-mail supporting documents right form your desktop.

Compliance

Regulatory requirements are increasing the need to ensure the integrity and security of your institute’s financial records. The DB-Education Suite provides a securely encrypted electronic repository eliminating lost, misplaced, mishandled or orphaned receipts once they are stored into the repository. The audit features of the DBEducation Suite track and record all document actions and transactions, delivering the means to provide accurate documentation for use as proof of meeting regulatory requirements and compliance initiatives.

Additionally, routine compliance audits of personnel expense records are handled quickly and efficiently. Once captured, missing or “orphaned” receipts are a thing of the past and no longer a problem in the day to day transactional business environment.

Adding the Docubase DB-CheckPro software module, check processing is as simple as scanning the check. DB-CheckPro, along with a Seac-Banche check scanner, automatically captures the image and MICR information for use in processing and storage.

Benefits

• Secure, encrypted and controlled storage
• Audit ready
• No lost expense records
• Enhanced transactional turnaround
• Improved operational efficiencies

Examples of State Regulations