Intelligent and Automated Document Management
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What are you left with when you take the paper and the work out of paperwork?

Time to be focused on your products, customers, and company.

FIL SANTIAGO, Director of Staff Development and Technology, West Orange Public Schools (NJ):

“The education system requires a tremendous amount of data and documentation, and SRC Solutions software allows us to focus less on processing paperwork and more on what matters most — meeting the educational needs of our students. We now have a cost-efficient, secure registration process that allows for easy access to student files.”

What is Intelligent Document Management?

Intelligent Document Management refers to the digital ability to automate tedious and commonly paper-heavy processes. It refers to the automatic routing of documents to their proper folders, the automatic notification of permissioned users to view a new document, the automatic programmed updates to certain documents, and the automatic notification of missing or expiring documents within a folder. It protects users from the liability of accidentally losing or sharing sensitive documents.

When a company, organization, or school district utilizes Intelligent Document Management Software, it’s an absolute game-changer. Automation is a key to prosperity and efficiency as it gives everyone linked by the chain of paperwork free time and resources to spend on more productive endeavors. For examples of the functions performed by Intelligent Document Management and Automation in different industries, check the tabs at the bottom of this page.

How do I implement Intelligent Document Management?

There are a few steps that must first be taken before truly Intelligent and Automated Document Management can begin. This can be a tedious process similar to filing paperwork – but so worth the hassle, as it saves hours and hours of document searching, organizing, scanning, copying, printing, distributing, etc.

  1. All documents pertaining to the processes that are to become automated must be scanned and uploaded into a Document Management Repository.
  2. Once present in the Repository, the documents must be meticulously organized into folders (in folders in folders) much like documents are organized on a desktop.
  3. “Users” must be created given permissions to view, or not view, certain folders.
  4. Rules for automation must be set by administrators. This includes expiration dates, notifications, updates

Bonus step: Connect a multi-function device to the Document Management Repository. Scan documents directly into the correct folders within the Repository and eliminate manual organization.

Intelligent Document Management for K12 School Districts

K12 school districts deal with an incredible amount of documents, and most are extremely sensitive due to FERPA, HIPAA, and other federal mandates. Additionally, every state has individual laws pertaining to document retention that must be taken into account in order to manage documents digitally.

The good news is that with user permissions and automated expiration date monitoring, Intelligent Document Management is an asset as it automates compliance in addition to paperwork.

Click the tabs below to see how Intelligent Document Management affects different document processes in a K12 School District.

  • Parents can submit referral letters, essays, standardized test scores, identification documents, and proof of address documentation.
    • This notifies school office personnel that documents have been submitted for approval.
      • Upon approval, these documents flow in real-time to the Document Repository.
      • Upon entrance to the Repository, these documents are assigned dates of expiration or automatic update should the school administrators so choose to set these rules.
  • Parents can submit photos of documents such as Birth Certificate, bills for Proof of Address, etc. using their mobile phone.
    • This notifies school office personnel that documents have been submitted for approval.
      • Upon approval, these documents flow in real-time to the Document Repository.
        • Upon entrance to the Repository, these documents are assigned dates of expiration or automatic update should the school administrators so choose to set these rules.
        • Automatically send document notifications to the correct department across a district.

 

  • Automatically update Grade on all documents as students turnover at the start of each school year.
    • Allow this to trigger notifications to new homeroom teachers, AP teachers, Special Education, or ESL staff, etc.
    • Automatically update Age data fields on birthdays.
      • Allow for this to trigger notifications on certain birthdays, to a Driver’s Ed Instructor for example.
    • Automatically trigger notifications of expiring documents such as Proof of Address or Medical Records.
      • Trigger notifications to parents as well via e-mail, SMS text message, or phone call.

Intelligent Document Management

• These include permission slips, report cards, detention and behavioral reports. Automatic notifications to parents can be triggered as a new document enters a student’s record.

See HR Section below.

See Business Section below.

Intelligent Document Management for Human Resources

  • Scan documents directly into a new employee’s file from a Multi-Function Device
  • Allow pictures sent from employee’s computer or mobile phone to flow directly into the Repository.
  • Collect applications, forms and documents directly into the Document Repository from Registration Software.
  • Set rules for document lifetimes by type. That way, each time a document is assigned to a certain folder, it is also assigned an expiration date. As that date approaches, notifications are sent to the concerned employee and HR staff members.
    • An example of this would be a background check with an expiration date set for a year after document submission.

 

  • Send notifications to the employee and other concerned parties with automatically populated data fields such as name, position, date of termination, etc.
    • Set rules to keep old employee files as long as legally mandated.
    • Automate safe destruction of documents when the length of retention date arrives.
  • Sent to HR staff and the employee of concern when a necessary document has yet to enter the folder.
  • Trigger notifications to happen daily, weekly, as often as you’d like until the document is submitted.

Intelligent Document Management for Government Organizations

  • Scan documents directly into a new employee’s file from a Multi-Function Device
  • Allow pictures sent from employee’s computer or mobile phone to flow directly into the Repository.
  • Collect applications, forms and documents directly into the Document Repository from Registration Software.
  • Set rules for document lifetimes by type. That way, each time a document is assigned to a certain folder, it is also assigned an expiration date. As that date approaches, notifications are sent to the concerned employee and HR staff members.
    • An example of this would be a background check with an expiration date set for a year after document submission.

 

Ever wanted to tell an auditor to go audit themselves? Well now you can.

  • Never lose funding or fear being fined with compliance regulations built in to your Document Management System.
  • With Document Retention Rules set in your Document Repository, rest assured auditors can find everything they need easily and immediately.
    • Whether it be a schedule audit or suprise visit, satisfy audit requirements in a matter of minutes by creating your own reports with a few button clicks,
    • Or make the auditor their own username and password to access your Document Repository and tell them to audit themselves.
  • Protect sensitive documents from outsiders and members of your staff by securing documents in the electronic database.
    • Each user created can be given individualized access the documents in your database. Or fall into an employee category with preset permissions.
  • Tailor reports to show existing data/documents, missing data/documents, charts and graphs based on data, etc.
  • Automate reports to export themselves at any given time and distribute themselves to preset recipients.
  • Even automate State and Federal reporting to send at the right time to the right people.

An Intelligent Document Management System is a great way to spend taxpayers money because it will save them a lot of money down the road.

  • After paying for itself, the operating costs of a Document Repository continue to lower, while access to governmental documents and data increases.
  • Open Public Record Requests easily handled and satisfied. Retrieve requested documents in a matter of seconds.

 

Intelligent Document Management for Businesses

  • Scan documents directly into a new employee’s file from a Multi-Function Device
  • Allow pictures sent from employee’s computer or mobile phone to flow directly into the Repository.
  • Collect registration forms and documents directly into the Document Repository from Registration Software.
  • Set rules for document lifetimes by type. That way, each time a document is assigned to a certain folder, it is also assigned an expiration date. As that date approaches, notifications are sent to the concerned employee and HR staff members.
    • An example of this would be a background check with an expiration date set for a year after document submission.

 

Follow state and federal labor relation laws and organizational mandates when it comes to Record Retention.

  • Set rules to store documents as long as necessary.
  • Trust the Document Repository to safely destroy documents when the retention period has expired.

 

  • Make your code of conduct constantly accessible to all employees through their Document Repository.
    • Easily update your code of conduct within the Document Repository.
    • Automate notifications to your entire staff so you know they have been made aware of any changes.
  • Satisfy audit requests in a matter of minutes by exporting and compiling document reports.
  • Set rules for automatic notification and distribution by document type. This takes the place of office memos.
    • A new file has entered a document type pertaining to client relations staff, and instantly the entire client relations team has been made aware of the new document.
  • Allow staff members to submit documents with esignatures or scan documents with physical signatures directly into the Document Repository.

Click here to learn more about Registration Gateway.

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