Applying to a higher education institution marks the beginning of a very important chapter in the life of a potential student. Similarly, each application marks the start of a new student record at the educational institution to which the student has applied. During the lifecycle of this record, various departments, including registrar, financial aid, academic advisement, athletics, honors programs, and alumni relations may require access to it and may add new files. Also, as anyone who participates in this lifecycle can attest, this record can include a variety of documents in addition to the application, such as transcripts, exam scores, letters of recommendation, student records, tax forms, financial aid requests, and other supplemental materials.
1. How does an institution manage these important files?
2. How can these files be made accessible to other departments without being lost or misplaced?
3. What can an organization or department do to address concerns associated with the storage and retention of paper?
One of the most effective ways to centralize and manage information efficiently is by implementing a web-based electronic document management and workflow system. Microdea’s Synergize Document Automation software stores electronic files and makes them accessible to multiple departments and individuals who are authorized to access the information, and helps staff to manage the various documents effectively. When coupled with automated workflow, an institution can standardize and improve the processes related to these documents, boost employee productivity, and most importantly increase enrollment.
Every school strives to offer the best level of service to students and applicants. The return on investment (ROI) from the implementation of a web-based EDM and workflow system to a document-intensive area like Admissions can benefit the entire institution. Significant hard dollar ROI can be realized from the reduced paper storage, printing, and handling costs. Soft dollar ROI, such as the improved efficiency that can shorten the application-to-decision time frame, can be even greater. Increased application processing speed correlates to higher enrollment.
Synergize Enables Educational Institutions to Achieve:
• Quick and Easy Access to Student Information 24 x 7 - authorized users can quickly locate, view and distribute real time student information, anywhere, anytime.
• Faster, responsive Customer Service - simultaneous shared document access from any location improves employee productivity, shortens response time to inquiries and increases customer satisfaction.
• No more hard copy student files - cut paper management, file room storage, microfilm, photocopying, courier and paper distribution costs; gain back valuable floor space currently occupied by filing cabinets.
• Improved employee productivity - staff no longer need to spend valuable time on data entry and paper handling (filing, fax, photocopy, distribution).
• Reduced Operating Expenses - cut overtime and temporary staff costs, as fewer staff are required to process paper with Synergize.
• Secure Web Access - improves client satisfaction as clients can securely access information, at their convenience.
• Strict Information Security - only authorized users can access information. Synergize tracks document access, ensures information confidentiality and complies with government privacy legislation.
• Document Integrity - information can be maintained indefinitely. Original documents are never removed from the system, eliminating lost, misplaced or damaged documents.
• Seamless and Cost Effective Integration - with existing legacy and Student Information Systems.
For more information on how Microdea can help your Higher Education Institution decrease application processing cycle times, boost employee productivity and increase enrollment, contact us at 905.881.6071 ext 244 or marketing@microdea.com