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.

Human Resources

In today’s world, it is a challenge to hire and retain the best instructors, administrators and personnel. It is an even more daunting task when you're facing a mountain of resumes, employment applications, payroll inquiries, benefits documentation and more. The DB-Education Suite ensures that all applicant and employee information is centralized and secure. Employment and benefits enrollment applications, benefit claim forms, personnel records and all associated personnel documents are captured and stored electronically, allowing you retrieve a resume or answer a payroll or benefit question without leaving our desk.

Recruitment

The DB-Education Suite provides the ability to capture and maintain all applicant information in a centralized and securely encrypted repository that is accessible by all authorized personnel throughout the campus. Documents, such as resumes, references and referral letters are presented to the hiring team quickly and easily. Annotation features allow for the addition of comments without changing the original document.

Payroll and Benefits Administration

Benefits management improvements result through point and click retrieval of employee paperwork like flex plan selections, claims, W-4 forms, 401(k) elections and insurance updates. Employee satisfaction is increased as a result of expeditious responses to inquiries and enhanced turnaround times when faced with life changing events.

The DB-Education Suite allows you to link into your payroll application and retrieve stored records like Forms 1099, W-4 and W-2, for instant reconciliation of issued paychecks against records in your payroll software. Use of the inherent workflow capabilities combined with your e-mail system helps expedite the review process by electronically routing key documents to managers.

Human Resource and benefits managers have ready access to retrieve images of signed documents, accident reports, employee handbooks, business policy manuals and other related materials as well as individual employee documents which are linked to your Human Resources software.

Benefits

• Streamlined hiring processes
• Rapid benefits resolutions
• Enhanced activation processes
• Instant Payroll reconciliation
• Improved employee relations

Examples of State Regulations