Universities and schools at all levels can benefit by having their many documents digitally stored. There are recordkeeping needs for all departments, for example, professors, administrative staff and each individual student. When a student goes through twelve years of education even before entering a college, it is a massive body of information that must be kept in an orderly and secure fashion by using educational document scanning services.
Space and security are major considerations. Often a document is not needed for three to five years or more. Then suddenly, it must be found for an important reason. Searching through a filing cabinet or a box of old documents is both time consuming and sometimes fruitless. Information can be lost or stolen.
As physical storage space becomes limited, it can require too much space to store even lightweight papers. When there is a good solution such as digital storage, it is negligent not to make use of the technology. Papers are scanned and stored in a databank which can accommodate endless amounts of documents in an orderly way.
A year after graduation a student may want to confirm his final grade that was an A. The information is readily available in its original form. It cannot be changed by anyone. A school success record can be provided for a potential employer.
Each school system may have different needs and different ways they want their records filed. Digital files may be designated by name, year of graduation, ID number or social security number. Each department, the English department for example, can keep students both past and present in two separate files. Research and statistical recordkeeping is easy.
Student records are separated from faculty records. A search of a professor or teachers employment history is easy to pull up. Perhaps there have been numerous complaints that must be investigated. It will be easy to discover if the same student has a tendency to complain about all his teachers.
Office personnel can find out if any sexual harassment charges have been filed against a supervisor and who filed them. Compilations of statistics can be made easily using an index. For example, the choice of a valedictorian can be determined by evaluating all grade-point averages.
Digital data does not deteriorate over time as paper documents do. Printed copies can be produced fast and easy any time they are needed. It is a timesaver that offers convenience for the users as well as saving money for the educational institution.
Space and security are major considerations. Often a document is not needed for three to five years or more. Then suddenly, it must be found for an important reason. Searching through a filing cabinet or a box of old documents is both time consuming and sometimes fruitless. Information can be lost or stolen.
As physical storage space becomes limited, it can require too much space to store even lightweight papers. When there is a good solution such as digital storage, it is negligent not to make use of the technology. Papers are scanned and stored in a databank which can accommodate endless amounts of documents in an orderly way.
A year after graduation a student may want to confirm his final grade that was an A. The information is readily available in its original form. It cannot be changed by anyone. A school success record can be provided for a potential employer.
Each school system may have different needs and different ways they want their records filed. Digital files may be designated by name, year of graduation, ID number or social security number. Each department, the English department for example, can keep students both past and present in two separate files. Research and statistical recordkeeping is easy.
Student records are separated from faculty records. A search of a professor or teachers employment history is easy to pull up. Perhaps there have been numerous complaints that must be investigated. It will be easy to discover if the same student has a tendency to complain about all his teachers.
Office personnel can find out if any sexual harassment charges have been filed against a supervisor and who filed them. Compilations of statistics can be made easily using an index. For example, the choice of a valedictorian can be determined by evaluating all grade-point averages.
Digital data does not deteriorate over time as paper documents do. Printed copies can be produced fast and easy any time they are needed. It is a timesaver that offers convenience for the users as well as saving money for the educational institution.
About the Author:
Loris F. Anders is an office management specialist focused on optimizing workflow processes in document management. If you would like to learn more about University cloud document services he recommends you check out www.docufree.com.
No comments:
Post a Comment