How can Enterprise Content Management solutions help your education workflow?
Educational institutions and companies generate incredible amounts of paperwork - student records, compliance reports, program documentation, and more - and this is all content that must be managed, organized, and accessible. More and more, workers at these organizations need information and they need it fast - to manage accounts, facilitate education, and to promote research. And, managing such a variety of unrelated information presents its own problems. How is an institution to manage their business information, protect private data, and conform to regulatory standards?
PaperFree offers a suite of powerful content management solutions designed to handle these paper burdens; smart capture products to scan and digitize information, repositories to process and store data, as well as add-on solutions to expand the capabilities of these systems.
How does it work?
Creating an enterprise content management process for educational institutions is simple in concept, but more intensive in execution. To begin, paper-based information such as reports, student data, and more) is collected at the first point of contact and scanned into the document capture system. Here, industry-leading processing solutions ingest and interpret the data against established business rules and document templates and return accurately digitized data that can be exported to a processing workflow. These customized workflows then handle any of a number of tasks automatically - deposits of tuition payments, staff data, curriculum, and more. In many cases these workflows can also automatically link documents together, so all departments of your institution have up-to-date access to the information they need. These automatic features and up-to-date information significantly increase the productivity and output of your workers. And, once data is digitized and workflows completed the data is stored for easy lookup later.
The customization and integration of these data capture systems is an intensive process, requiring skill and experience. That's why a trusted partner like PaperFree is your guide for how to maximize the functionality and economies of your content management system. Contact us to learn more about how we can revolutionize your organization's data processes.
How can enterprise content management help you?
PaperFree offers flexible and powerful enterprise information capture and management systems that can help educational institutions like yours put your information to work. By converting all of your paper data to digital information you can more effectively organize, share, and utilize it. From collaborating on business documents, to delivering case-based applications, to managing highly precise processes in most regulated business environments, PaperFree provides powerful tools to manage your information.
PaperFree's solutions enable your operation to store data in one central, streamlined repository while granting users in all areas of your enterprise access to the information they need quickly. Program design files and revisions can be stored together for quick access. Development of new curriculum can be shared across faculty for review. Information about student profiles and accounts can be easily accessed by finance and admissions counselors. Taxonomies and built-in workflows are also included to enhance the access of information by cross-linking information and allowing quick searches. Effective permission configurations keep information available to only those who are allowed to see it. And, it’s scalable and administration is simplified. Visit our Information Capture and Management Solutions page to learn more.
Educational institutions must manage many types of applications and their status throughout the whole process. Information capture and management solutions are especially adept at processing applications as paper documents can be digitized and loaded into backend systems for automated processing. And, the portions of the application that require a personal review can even be broken into smaller portions for specialized teams to review concurrently, making the entire process more efficient as the pieces meet back up at the end. Workflows can be enabled on a variety of application types as well, ensuring that the work only moves forward once all prerequisite items are completed - reducing headaches for both your organization and the students you serve.
PaperFree offers solutions that speed up your organization's accounting processes - solutions that can receive invoices, digitize them, and then populate them into a workflow that is automatically routed to the correct department. Accounts payable needs are covered as well with powerful utilities such as DepositCritical check processing. By doing this, your enterprise can speed the reconciliation of accounts and reduce the error that comes with handling paper documentation. Visit our Accounts Payable Solutions and Accounts Receivable Solutions pages to learn more.
Information capture and management is an effective solution for old files as well. Instead of storing archived documents in expensive warehouses, where they are at risk of fire, flood, or theft, a simple process of scanning, digitizing, and classifying documents allows organizations to maintain an easily accessible database of information that requires no digging through boxes, exhaustive searches, and little effort to maintain once the initial conversion is complete. Sensitive files can be protected from those not authorized to view them, while the files as a whole are accessible from any workstation on your network. Backfile conversion also allows your institution to convert to newer, faster software and ditch the antiquated systems - all while keeping your information at your fingertips. Faster lookups means easier customer service, faster research for specialized reports, and extensive cost savings.
One particular burden that educational institutions must cope with is the payment of student accounts with paper checks. Financial aid, self-paid tuition, donations, and other items that payment is presented for are extensive and at times, payors may only provide one check to cover multiple accounts. PaperFree offers helpful solutions to more easily manage this need, without creating extensive extra steps in your accounts receivable processing. In fact, PaperFree's solutions integrate seamlessly with capture solutions, automatically recognizing payments for a variety of transaction types and reconciling accounts electronically with Check21 standards. Checks are cleared faster and never leave your premises, reducing errors as well as the cost of a lockbox service! Visit our Check | Remittance Solutions page to learn more.
Human Resources departments are one of the most paper-heavy departments of an organization. The paperwork is endless: employee files, benefits forms, disability paperwork, payroll, reports, applications, memos, etc. - this burden can slow down any department. With data capture and electronic management, these files can be managed and retrieved quickly and easily. No more lost paperwork or piles of things to file - everything is automatic, streamlined, and accessible by those with proper permissions. Employees enjoy faster responses to their inquiries and the overall process is more streamlined.
On occasion, educational organizations have documents with sensitive information that must be protected by redaction, such as former personnel or student files, audits, or even information to be omitted from a regulatory report. PaperFree's BlackMark+ redaction solution offer powerful protection by "burning" the confidential data in the image so that there are no loopholes to access it. Visit BlackMark to learn more.
Enterprise information capture and management solutions from PaperFree empower your institution to put its data to work for you – reducing costs, time searching for information, and increasing the power of your business information. To learn more about how PaperFree can employ these solutions in your organization, please give us a call today.