Hard to access– Getting and using information within seconds, not days, is the norm in today’s global and mobile world. Paper lacks the immediacy and accessibility of electronic documents, and severely lengthens the time it takes for information to get from one person to the next. Paper can end up in the wrong file, mailed to the wrong address, or even in the trash – like at Intermediate School 47 in the Bronx, where 11 boxes of student documents were accidentally left on the curb. With electronic documents and workflow automation tools, you can create and route documents and data that can reach the right people, right away, without manual intervention. All they (teachers, principals, board members, students, and even parents) need is a device with internet connection and permission to access certain documents.
The right information is harder to find – A study conducted by Deloitte & Touche found that U.S. managers spent an average of three hours a week looking for paper that had been misfiled, mislabeled, or lost. Electronic documents are easier to file and find because they can be indexed using keys like student ID, date, document type or other user-defines criteria. You can even use full-text searching, making it simple and quick to find important documents.
Lack of process automation– Process automation is the intelligent management and routing of information through a business process or workflow. Using document management and distribution software, you can build rules to route, distribute and store electronic documents, reports and other data. At Passaic County Technical Institute, the database administrator used process automation tools to schedule reports to export and send themselves to the proper personnel every morning while she was away on vacation. You can also collaborate between departments or separate schools by sharing documents digitally so they can be reviewed, edited and saved.
Unsatisfactory data collection and output quality – On paper, processes like school registration are muddied by guardians leaving fields blank, or secretaries misreading different kinds of handwriting. Using web-based form technology to collect and exchange information not only speeds up the process, but improves data quality. Software can be implemented in addition to data-capturing form technology to further improve data quality, such as type-ahead addresses verified through the USPS, and address purification mapping.
Higher costs – Reams of paper, mailing expenses, manila folders, printer ink and repair – these things add up quickly. And let’s not forget the time it costs employees to manually enter data, file documents, retrieve them and scan them. Digital processes eliminates all of these costs once and for all.
Slow return of approvals – Utilizing electronic signature solutions speeds up approval processes for external and internal documents. Electronic documents can be signed digitally and routed for the next step quickly, reliably and securely. This can speed up purchase requests, loan approvals, expense reports, contracts and much more. In terms of contact with parents, the electronic signature can facilitate the reception of report cards, permission slips, student handbook contracts, etc.
Liability to regulatory compliance – Regulations such as HIPAA and FERPA require schools to take significant measures to maintain data confidentiality and integrity. Paper-based systems make tracking and managing data more difficult and expensive than digital document systems. Electronic document management systems can provide an audit trail of when documents are received or sent. Built-in security prevents unauthorized access, maintaining data confidentiality. FERPA also requires that parents be given certain student documents upon request within 30 days – with an electronic document management system they don’t even have to ask; they can simply be given an account and password for their student’s file upon enrollment.
Its harmful to the environment– The world has begun to see the value in going green and reducing our carbon footprint. Going paperless by utilizing electronic document management systems and related technology helps cut down on deforestation and pollution.
Improved service– Many customers prefer self-service over setting up appointments over the phone or waiting in line. The enrollment process during the start of a new school year in particular can create a long, long queue in the office. Providing electronic access to all relevant data not only gives customers more accurate and complete information, it makes them happier and more loyal customers. As does allowing customers or guardians to provide you with their relevant data. With certain software solutions, guardians can even access a calendar of open appointments and claim a slot for themselves without picking up the phone or visiting the school.
Cluttered office space – A single filing cabinet holding 9,000 documents usually takes up about 20 sq. ft. in an office. Current estimates from author and efficiency researcher, K.J. McCorry show that 50-70% of space in an office are dedicated to filing and storing physical documents. Statistics also show that 3% of documents in each file cabinet are misfiled, and 45% of documents are duplicated information. That’s a lot of clutter and time spent sifting through it. With a virtual filing system, you’re saving the square footage in the office, around $300 per filing cabinet, and a whole lot of headaches that come with a crowded, less organized workspace.