RJS Gets Top Marks for Document Management at Penn College
It is natural to think of a college as meeting its educational objectives in the lecture halls, seminar rooms and labs. That’s largely the case, but the business of education also requires the processing of a lot of paper. That’s why the Pennsylvania College of Technology (Penn College) turned to WebDocs.
Drowning in Paper
Universities process lots of paper. Admissions, transcripts and student records, HR documents, and other documents all have to reviewed, processed and stored. Penn College found it was overwhelmed with the amount of paperwork it had coming in and needed a better solution for scanning, digitally storing and managing all of the school’s various documents.
Student Records All in One Place
Now, Penn College stores almost every student document—right from the point of admission through to graduation—in WebDocs. For example, high school transcripts are scanned as soon as they are received. Then, when students complete their placement testing those results are also loaded into WebDocs.
The college now scans every possible student academic record, including 26 document types and 75 document titles. An electronic file maintained for each student contains all of that student’s records, which allows the Registrar’s office to answer questions from students, faculty and staff more quickly and efficiently.
WebDocs is also helping the human resources department. The college is now scanning documents concerning former employees, including some files that had grown to upwards of six inches thick. The college plans to begin scanning human resource documents for current employees once the backload of former employees’ documents is securely in WebDocs.
WebDocs gets an A+
Increased productivity is one of the biggest benefits of the college’s use of WebDocs. Rather than having to trudge off to the storage room, human resources staff can now access all required documents right from their desktops.
In addition, faculty and other staff have a single interface that they can use to access students’ high school transcripts, placement test scores, SAT scores and other relevant documents, along with information from the ERP system. Authorized users can even access students’ documents from their homes. This improved access to information allows college staff to make the best possible decisions about students’ skills and direct them into the most appropriate courses.
WebDocs’ document repository also gives the college a very easy way to permanently store historical documents and, therefore, maintain a complete academic history for all students.
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