paperless filing Archives - Registration Gateway

Digital Possibilities: Automated Reporting and Retention Compliance

So you’ve gone digital…now what? To get the most out of an electronic record database, automation is key.

But in order for automated reports and retention to work as flawlessly as it can and should, settings must be carefully programmed for certain categories of documents.

It’s simpler than it sounds. Think of a computer’s document library. Clearly labeled folders make for easy navigation, and sub-categories even more so. The folders simply must exist before documents can be routed into them, but within an electronic record database, the routing itself can be automated. The same goes for expiration notification. For example, let’s say that a document category titled “Volunteer Background Checks” has an expiration parameter set for 6 months. Based on the day each document flows into this category, a notification to request an updated document is automatically set for 6 months later. Once the parameter is set, automation can take over.

Furthermore, with electronic records of student documents, reports can pull and export themselves autonomously at a scheduled time.

We really like the export functionality. We used it a lot when we started having applications (for new students) come in. But, it being our first year using the software, I was nervous when my planned two week vacation landed on our launch date. In order to prepare, I created a few reports and scheduled an export to send to the necessary personnel first thing in the morning every day during my absence. This allowed for all involved departments and operations to run smoothly without missing a beat.

— Christine Potenza, Database Administrator, Passaic County Technical Institute

Reports generated by a sophisticated document management software are helpful when it comes to organization and projection for future planning. Compliance with state law around retention schedules, and federal laws such as FERPA and HIPAA, can also be programmed within an electronic record database.

Retention Automation

What is record retention?

All government entities, including public school districts, are required to maintain records under federal and state law. The maintenance of records is a legal requirement and is important for documenting the activities on which state and federal tax money was expended. Records also make policies transparent and preserve the history and knowledge of government entities. For school districts specifically, federal laws such as FERPA and HIPAA are taken into account when structuring state record retention schedules. States may not lessen a federal requirement, but they may extend it. The same rule applies for local government extending upon a state’s guideline. Further, states and/or districts may have regulations where the federal government has none. For example, federal law does not, in itself, require that a school keep a transcript for any length of time. However, many states require that schools keep student transcripts forever.

What is a record retention schedule?

A record retention schedule protects both the district’s interests and the public’s rights by providing guidance to the district about the management of records. A retention schedule tells the district how long to keep certain records and gives the district authority to destroy records when appropriate. It specifies how long records must be kept and includes references to laws that govern the retention period for particular documents. School district personnel should follow their district’s record retention schedule regarding the destruction and retention of all records collected, created, received, maintained, or disseminated by a school district.

How can electronic document management platforms aid with compliance to record retention schedules?

An electronic document database allows school personnel to take record retention out of the hands and minds of staff members. Basically, the responsibility of document organization, retention, and destruction can all be automated within a secure repository.

  • Organization
    • Through the use of scanning software, documents can automatically enter the right file with the right retention settings.
  • Retention
    • Upon the expiration date for the document, it can either be removed from the system if authorized for destruction, or notify personnel that an updated document must be submitted to replace it.

It’s as simple as that.

Automated Reporting

How is it done?

When records exist electronically, organization and tagging are paramount to perfection. Labeled categories and sub-categories allow school personnel to pull some pretty interesting reports. For example, the overarching category “Student Records” is comprised of each student’s individual file. In each student file, records exist within the same sub-category. Simply, every file holds a birth record, a medical record, proof of residency, etc.

From an advanced document management dashboard, a well-managed view of records can be found and automatically updated daily. Things you should be able to view from a dashboard include new enrollments and expiring documents. On the other hand, missing documents are just as important to catch – and it is much easier to catch them when the student file is already built electronically and simply waiting for blanks to be filled.

Another useful function of automated reporting is scheduled exports. This refers to certain reports that need to be updated and referred to frequently, such as new student enrollments. With a scheduled export, your registrar can program this report to be pulled every day. To go a step further, your registrar can schedule the export of all new student medical documents and have it mailed to the school nurse every day.

How can advanced reporting help with budgetary and day-to-day planning?

To plan for coming years, schools need to glean a lot of statistical information from their student records. By capturing data at the time of enrollment, and updating that data throughout the student lifecycle, numerical evidence gives specific and trustworthy insight from automated reports. When done manually, these kinds of graphs are subject to human error. When calculated algorithmically through computer-generated reports, the results are much more dependable.

Reports can be generated based on an infinite amount of variables. For example, if your district captures data at the time of enrollment, they may ask registering parents how many siblings under the age of 5 a student has. From this information, a report may be pulled to show a projection for kindergarten registration. Another example may be a report pulled over the summer to show how many students will reach legal driving age. This would help project for the necessary amount of parking passes that may be distributed at the beginning of the next school year. Reports showing student eligibility for free/reduced lunch may help qualify for grants. Reports showing honor roll qualifiers, their amount of siblings and legal guardians, and allergies may help to plan a dinner event celebrating an Honor Roll Induction. The possibilities here are endless, and school district staff can get creative in order to prepare for an equally endless amount of situations.

Conclusion

Through expiration parameters set for certain documents and data, school districts can use electronic record management to automate compliance with federal, state, and local retention schedules. Additional reporting can aid in day-to-day organization for many different departments, as well as extending projection capabilities to help with planning and budgeting for coming years.

 

"expired" reads a timer

The Smart Way To Track Expiration Dates

There’s only one feeling worse than a looming deadline, and that’s forgetting about it entirely. The repercussions of missing an expiration date can be as innocent as that unsuspecting sip of sour milk, to as dangerous as trying to manage tens of thousands of vaccinations.  Schools in Maryland are taking their first attempt at reigning in this problem. 3,800 unvaccinated children may have to leave Baltimore County School District until their vaccinations are verified by the school.  When that deadline hits, the issue isn’t exactly resolved, at least not for the students who will get to stay in school. Their “deadline” simply gets pushed back to when their vaccination expires. These types of deadlines must continue to be monitored attentively, which brings us to the real issue: the hassle of managing the expiration and mandatory renewals within a school district.

To make an example of what is transpiring in Baltimore, let’s delve into their situation. Schools all over Maryland are barring children without proof of vaccination from entering public school districts, which means monitoring deadlines for both parents and school staff. In order to make sure these children don’t become oversights to school administration, vigilant tracking of medical records and vaccination expiration dates is not only necessary but crucial. Vaccinations are just one example of important deadlines of which school districts must be wary, which is why new techniques of monitoring expiration dates should be explained and available to school districts across the country.

It’s more complicated than it sounds.

The tricky part about vaccination expirations is that every student (and employee, for that matter) has a different date of expiration – and often, this means a different date of expiration for each individual vaccine as well. It is incredibly difficult, if not nearly impossible, for a school district’s team of nurses and secretaries to stay on top of five or more different expiration days for each member of the student body.

This is almost exactly the case with employee and volunteer clearance expiration dates. In states like Pennsylvania, where adults with access to students need four separate clearances (Acts 24, 34, 136, and 151) and a current background check, school administration runs into the same cyclical dilemma of notifying personnel of the demand for updated documentation, resetting expiration dates for those who provide said documentation, or executing proper expulsion from campus.

There are a few key steps that a school district needs to take in order to keep kids safe from disease exposure and unauthorized adults: accurate tracking of all clearance and vaccination dates, significant forewarning to parents, volunteers or employees of their impending deadlines, timely collection of updated student, volunteer and employee records, and attentive removal of certain students or personnel on their expiration dates, should the parent or staff member not provide the necessary documentation. That’s one full datebook for the school nurses and administrators.

Super complicated, right? Let’s put it in perspective.

Let’s create a more tangible example of this problem: School X, a part of School District Y, has 1,000 students. Each student has a medical record showing, or not showing, proof of 5 separate vaccinations. Each student has a different expiration date for each vaccination. School X’s 2 nurses and 4 secretaries use a calendar and a spreadsheet to keep track of the students’ expiries. There are 5,000 different expiration dates, with three dates preceding the ultimate expiry on which they must send a request for an updated medical record from the student guardians. That’s a total of 15,000 dates, and our imaginary school is on the small side. It gets even more complicated when you realize that parents who respond after the first or second date need the subsequent notice dates removed from the calendar.

It goes without saying, but can easily be forgotten – these expiration dates for security clearance and vaccination records never truly expire, with the exception of permanent expulsion, graduation, or death – they only get pushed back and require more rounds of record requests.

A complex problem needs a complex solution

The simple way to stay on top of expiries is to create calendar notifications within a computer system as soon as official records are received by the school. This is a tedious, drawn-out task, which means human error abound. However, the major problem with a simple digital calendar or spreadsheet solution is the lack of forewarning for these upcoming dates. The only date these simple applications really help to track is the date of ultimate action – the day that student or employee must be removed until an updated record is received.

If a school district really wants to stick with the simple solutions, then dates to notify parents and employees (often a first, second, and third warning) must be marked on the calendar or spreadsheet as well.

Instead of struggling to track the mountain of expiration dates constantly on the horizon, more complex solutions to record-tracking are available for this exact purpose. Paradoxically, the more complex your software solution is, the simpler the responsibilities of the humans operating it become.

Record-tracking software can more efficiently store each and every expiration date, for students and for volunteer and employee clearance expirations. Furthermore, record requests for school personnel or parents can be automated to send on the appropriate day before the deadline. Notifications can also be automated to remind the school employee that the request must be sent out. Thus the task of deadline-monitoring becomes less of a mind-boggling pile of student and employee records and more of basic attentiveness to the record-tracking software, with the same vigilance of checking one’s e-mail inbox every day.

In order to be more proactive about upcoming expiries, administrators, nurses, or other permitted employees can view the expiration dates of highest concern exclusively so that they can be dealt with in the clearest manner possible.

How Electronic Cumulative Folders can Save a School District Thousands of Dollars a Year

A paperless solution is the singular answer to a myriad of paper-based problems. 

With an average cost of $0.02 per sheet of paper, it’s a common misconception that the paper route is the cheapest way to run an office. For some offices with very low paper needs, this may be true, but for offices that have to keep an excessive amount of paper on file, more than just the cost of paper has to be taken into account. That $0.02 adds up so quickly, that the original price of the single piece of paper isn’t nearly as shocking as the end result. For example, if a public school district has 5,000 students (as at least 701 American school districts do), and each student has 20 pieces of paper in their file, the total cost of paper in those files is $2,000. Now let’s say the school secretary has to make two copies of each piece of paper in every student’s file: one for their teacher and one to send home to their parents. The total cost is now $6,000 in just paper. And where are those files kept? Manila folders, which cost on average $10 per box of 100. So let’s calculate the cost for 2 folders per student (since the school nurse, the teachers, and the school nurse probably all need folders as well) – $1,000.

While this example uses basic math to prove a point – the actual research, done by Mandy Haggith, an environmental activist with a specialty in tree preservation, states that the average U.S. office worker uses 10,000 pieces of paper a year. So let’s go back to the basic math, and say that this public school with 5,000 students has 20 administrators, 227  teachers (which would serve 22 students per classroom), and 5 secretaries, and 2 nurses, and they each only use 1,000 pieces of paper a year. The total cost of paper usage for one year, based on Haggith’s research, would be $5,800, and keep in mind that this example touts a relatively small school district and a small number of employees. 

The price of paper includes a lot more than just the cost of the reams.  Let’s not forget about refill printing supplies, acquiring and accommodating filing cabinets, folders, extra storage space at a warehouse for old files, and of course, paying for the labor involved with making copies, filing, locating misplaced files, and re-creating lost documents. The cost of toner alone for a laser-jet printer is around $75 a cartridge, which will print around 2,000 pages – meaning for the example at hand an office would need to spend at least $9,525 a year on just the toner for the staff’s printing needs (254 employees). Let’s hope those printers don’t break down and cost more money in repairs.

Storage is a much heftier expense. A five drawer filing cabinet of fine quality can cost an office around $500.  “The average filing cabinet uses 15.7 square feet, and the current U.S. average cost of office space is $15–$20 per square foot, so you’re paying roughly $236–$314 per filing cabinet solely for the real estate it consumes. Current estimates show that 50–70% of space in an office is still dedicated to filing and storage of documentation,” (McCorry, 2009). Studies also show that over 45% of the files in those cabinets are duplicated information, and 80% is never accessed again. These files are simply detained in case of legal liability and compliance. And when those files are needed in order to respond to a lawsuit or to adhere to a FERPA situation (for a school district), often the searcher finds that the necessary documents have been misplaced or misfiled. 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. IDC Research estimated that the typical enterprise with 1,000 workers wasted $2.5 to $3.5 million per year searching for information and re-creating lost documents. The point we’ve been getting at is that not only are these exorbitant storage costs easily erased, so are the mistakes and mishaps that come along with paper files. The redundant amount of copies upon copies that are printed for records and distribution can exist safely and accessibly in a single place within paperless filing software – like Electronic Cumulative Folders.

This math in this graphic comes from an example student count of 5,000 students.

A paperless solution is the singular answer to a myriad of paper-based problems. Online filing systems, like Central Records Gateway from SRC Solutions, Inc., equipped with Electronic Cumulative Folders s eliminates the issues mentioned, and many more for the price of $3.00 per student, employee, or case folder. Let’s go back to our first example, the small school with 5,000 students. Suddenly the cost of paper, copies, printer needs, storage space, and staff labor comes to a mere $15,000, total by replacing all the supplies and manual labor associated with a paper-based system with an automated digital filing system. Our sample school here would have saved $12,076 by paying the cost of Central Records Gateway instead. The ROI keeps on rising when you realize that the paper, folders, and staff time ($12,800) would be saved each and every year after the implementation of Electronic Cumulative Folders. Eliminate the cost of paper files, the cost of copying paper to distribute within the office and to parents or clients, eliminate the time and effort it takes staff to file documents and then dig them back up, eliminate the frequency that the office must repair printers and replace their toner and ink, and eliminate the cost of storage space inside and outside the office with Electronic Cumulative Folders. This solution can be utilized by more than just school offices, it can also serve the needs of any HR department, law office, and other types of business offices. Schedule a demonstration today by emailing sales@src-solutions.com.

SRC Solutions, Inc. Announces the Launch of Central Records Gateway

SRC Solutions Inc. Revolutionizes Student Relationship Management with Central Records Gateway, an extension of the Gateway family of solutions

Central Records Gateway delivers Risk Mitigation, Compliance Protection, Electronic Cumulative Folders and Enhanced Parent Engagement.

SRC Solutions Inc., the innovators behind a leading online enrollment solution Registration Gateway, is excited to announce the latest addition to the Gateway Suite family of solutions, the Central Records Gateway Student Relationship Management Platform.

Central Records Gateway represents over 20 years of technology and process innovation in records management, archiving, and distribution. Built on a core of tested and market accepted modules, Central Records Gateway is a natural extension of the SRC Solutions Gateway Suite umbrella.

Game changing events in K12 education are few and far in between. Central Records Gateway is one of those game changers. Listening intently to customer feedback over the past 20 years and combining that feedback with over 20 years of expertise in document and registration process you get a REVOLUTION!

Patrick Maher, CEO SRC Solutions, Inc.

Central Records Gateway from SRC Solutions launches with 4 distinct modules aimed at Risk Mitigation, Compliance Protection, Electronic Cumulative Folder Creation and Management as well as Parent Engagement.

Central Records Gateway is comprised of the following modules.

  • Intelligent Document Distributor Transform risky warehouses and filled file cabinets to living, breathing, on demand and accessible records.
  • Advanced Security Controller Automated Access and Permission management roles based on record type. Automated record processing leaving little room for human error.
  • Policy and Compliance Monitor User Configurable Retention and Reporting schedule. Establish both Retention and Archiving schedules from 1 to more than 100 years at the click of a button.
  • Gateway eDelivery Module Automatically delivering and archiving student communications including report cards, progress reports, eliminates the manual processes used today increasing parent interaction all the while saving valuable costs and resources.

Central Records Gateway is the first Student Relationship Management platform that addresses the Who, What, Why, How and When of document, communication and data access. The liberation from paper has begun!

Patrick Maher, CEO SRC Solutions, Inc.

About SRC Solutions, Inc.:

Founded in 2001, the Pennsylvania company is a Service-Disabled Veteran-Owned Small Business (SDVOSB), which simplifies and automates cumbersome, repetitive and counter-productive work practices replacing them with easy-to-use, innovative electronic processes. SRC Solutions flagship Gateway Suite incorporates solutions to manage online registration, validate and clean data, as well as improve Student Relationship Management in the K12 market.

For more about SRC Solutions, Inc., please visit: www.src-solutions.com

SRC Solutions CEO Patrick Maher Published in School Business Affairs Magazine discussing the 6 Ways Going Paperless will Benefit Your District

An excerpt from the April 2014 issue of School Business Affairs Magazine, 6 Ways Going Paperless will Benefit your District:

Think about your school district: elementary schools, middle schools, at least one high school, and thousands of students, each with a file of data related to registration, transportation, basic skills, information technology, special services, and more.  If you’re managing information using paper, those files are going to get very daunting, very fast. Document management in any school district is a challenge. Students generate mountains of paperwork by simply being enrolled, and limitations in staffing, hours, and …

Click Here to download the full article

About SRC Solutions, Inc.:

Founded in 2001, the Pennsylvania company is a Service-Disabled Veteran-Owned Small Business (SDVOSB), which simplifies and automates cumbersome, repetitive and counter-productive work practices replacing them with easy-to-use, innovative electronic processes. SRC Solutions flagship Gateway Suite incorporates solutions to manage online registration, validate and clean data, as well as improve Student Relationship Management in the K12 market.

For more about SRC Solutions, Inc., please visit: www.src-solutions.com

Featured District: Cedar Springs Public Schools (MI)

The Cedar Springs Public Schools (MI) needed a leaner, greener student registration and re-enrollment process. But district employees knew they couldn’t get there on their own.

They needed a trusted partner to guide them on their way to a cost-effective, paperless solution that would ease the workload on both parents and staff.

And they found just that in SRC Solutions, the makers of Registration Gateway – the only true paperless student registration, re-enrollment and information tracking system of its kind.

“We chose SRC because it seemed to be a step ahead of the competition, with greater automation and less manual intervention to move student data between systems,” Cedar Springs Public Schools CIO Krista Lilley said.

Cedar Springs had done its homework before rolling out Registration Gateway last fall – they knew they were getting a quality online registration and re-enrollment system. What they didn’t know was how much value they’d get from the solution.

Cedar Springs had done its homework before rolling out Registration Gateway last fall – they knew they were getting a quality online registration and re-enrollment system. What they didn’t know was how much value they’d get from the solution.

The SRC product ships with Xerox’s DocuShare content management system, which automatically stores a PDF copy of every form generated by Registration Gateway. When used in conjunction with Registration Gateway’s automatic student information system integration, DocuShare was a home run for Cedar Springs.

“The DocuShare system was an added bonus beyond what we were initially looking for,” Lilley said. “We ultimately intend to expand our DocuShare use to replace our physical student record files.”

Registration Gateway is designed to help districts like Cedar Springs get to exactly that point. And it’s working in Michigan.

Lilley said most of the district’s parents are enjoying the new paperless system, which has sped up the registration and re-enrollment process. And the reaction from school staff has been “overwhelmingly positive.”

Our staff loves the immediate notification for new students, as well as having the automatic calling feature reminding parents of needed documents. Our secretaries like having the student data automatically filled into our SIS automatically and immediately.

Krista Lilley, CIO, Cedar Springs Public Schools (MI)

All in all, Cedar Springs is loving the Registration Gateway experience.

“The system has been working reliably,” Lilley said. “The implementation staff at SRC has been great to work with; they’ve been open to making sure the paperless registration system is meeting our needs.

“I’m encouraged by the rapid development of the product and the listening ear of the company for future enhancements.”

About SRC Solutions With more than 5 million enrollments processed each year for schools, businesses and governments, SRC Solutions is the global leader in online registration. Founded in 2001, the Pennsylvania company is a Service-Disabled Veteran-Owned Small Business (SDVOSB), which specializes in identifying cumbersome, repetitive and counter-productive work practices and replacing them with easy-to-use, innovative digital processes.

As a XEROX® Platinum Partner and an authorized reseller for Kofax, Surety and Recruit Manager, SRC provides solutions for both the public and private sector, including document management, workflow improvement and integration into numerous ERP systems. SRC Solutions: Breaking the boundaries of paper.

For more about SRC Solutions, Inc., please visit: www.registrationgateway.com

SRC Solutions, Inc. Integrates Surety’s AbsoluteProof into its Registration Gateway Student Enrollment System

AbsoluteProof provides authentication and data integrity assurance to Registration Gateway customers.

“Proper data integrity protection controls are essential in making a paperless environment perform flawlessly,” said Patrick Maher, Founder and CEO of SRC Solutions, Inc. “

Reston, VA – September 1, 2011 — Surety, LLC, the leading provider of digital protection solutions, and SRC Solutions, Inc., a provider of technologies for improved productivity and profitability for educational, government and private industry customers, announced their partnership to aid student registration processes for local school districts. Under the agreement, SRC Solutions has integrated Surety’s AbsoluteProof Service into its Registration Gateway system, SRC’s flagship offering that is designed to streamline the student registration process, eliminate paper, minimize data inaccuracies and reduce administrative time and costs.

The integration enables school districts to prove the authenticity of their electronic student records should they ever be legally challenged. AbsoluteProof digitally timestamps (or “seals”) each student record, capturing the exact time and date it was created, and providing an independent means to prove that the records have not been changed or altered since the time they were “sealed.” This sealing process allows records and their data to be protected for the entirety of their existence. The SRC and Surety partnership is already providing systems and services to multiple school districts in all major markets and geographies throughout the country.

“Electronic record systems have been deployed by all types of businesses over the years, and school districts are no exception,” said Jim O’Connor, president and CEO of Surety. “One thing all of these systems share, regardless of industry, is the need for effective, long-term and independent electronic data integrity protection controls. We’re thrilled to be working with SRC Solutions, who recognizes this need, and is using AbsoluteProof in its Registration Gateway solution to provide its customers with the best available solution.”

By partnering with Surety, data and information that is collected and stored within Registration Gateway, such as a student’s personal and educational track records and supporting documents (which typically can equal over 200 pages of hard copy documents over the course of an undergraduate education), will be recorded in a paperless environment with its integrity maintained. AbsoluteProof allows users of the system, such as school administrators and student guardians, to be certain of and assured in the fact that the data and records are collectively recorded and secured in a reliable environment, and have not been altered – maliciously or inadvertently – since their creation.

“Proper data integrity protection controls are essential in making a paperless environment perform flawlessly,” said Patrick Maher, Founder and CEO of SRC Solutions, Inc. “Surety’s AbsoluteProof provides Registration Gateway customers with the necessary controls, and allows all parties within the education system, such as guardians, teachers, and administrators to collaborate, and successfully record and monitor the careers of their students.”

About Surety, LLC Founded in 1994 by leading Bellcore Scientists, Surety is the leading independent, digital time-stamp authority (TSA) to the life sciences, R&D and education markets. With millions of electronic records and files worldwide protected under its authenticity Seal, the company’s flagship service offering, AbsoluteProof, enables organizations to meet the legal, fiduciary and regulatory responsibilities associated with creating, managing and archiving electronic records, files and data by providing legally-defensible evidence of data integrity and authenticity. AbsoluteProof ensures against content tampering by providing a “digital wax seal” for all types of electronically stored information. For more information, visit surety.com.

About SRC Solutions, Inc. Founded in 2001, SRC Solutions, Inc. provides a gateway to improved productivity and profitability for educational, government and private industry customers. SRC’s flagship solution, Registration Gateway, enables schools and other higher learning educational institutions and organizations to save time and money from paperless enrollment, downstream reporting, compliance and document tracking. SRC identifies cumbersome, repetitive, counter-productive work procedures and replaces them with easy-to-use, intuitive solutions and streamlined digital processes. As a XEROX®Platinum Partner and an authorized reseller for Kofax, Surety and Recruit Manager, SRC provides solutions for both the public and private sector, including document management, workflow improvement and integration into numerous ERP systems. SRC Solutions, Inc.: Where process meets technology. For more information, please visit SRC Solutions at registrationgateway.com.

 

 

School Districts Make the Grade With SRC and Xerox DocuShare

School districts across the country are going digital to better manage time-consuming administrative processes such as student enrollment, payroll and data storage – and in turn, are saving money and time.

Using Xerox Corporation’s (NYSE: XRX) DocuShare® Enterprise Content Management (ECM) Platform administrators are able to focus their energies on what matters most – educating students.

“Educators are being stretched thinner than ever before – and there’s just not enough time to get everything done efficiently,” said David Smith, vice president, DocuShare, Xerox Corporation. “DocuShare simplifies important day-to-day activities, improves compliance requirements and reduces costs so educators can concentrate on student readiness.”

Here’s a look at how DocuShare has helped schools improve student registration, automate paper-based processes and secure information:

  • With 21 schools and 15,485 students, Walled Lake Consolidated School District in Michigan uses DocuShare to simplify the student registration process. Together with partner SRC Solutions, Inc., Walled Lake implemented Registration Gateway, an online enrollment system built on DocuShare. The district reports data entry accuracy has improved by 90 percent in just six months during its trial period.
  • After a fire destroyed the administrative building of the Upper Merion Area School District in Pennsylvania, the board contracted SRC Solutions to scan and organize more than a million documents into DocuShare – securing essential data while eliminating the need for external storage facilities. The school district further benefited from DocuShare by improving workflows in its purchasing and HR departments, where all purchase orders and employee information are now scanned and digitally archived. This has significantly increased efficiency by speeding user access, allowing electronic distribution and notifications, and producing PDF files so documents can be searched and retrieved in seconds.
  • Kawartha Pine Ridge School Board in Ontario, Canada relies on DocuShare to automate paper-based processes including payroll records, student registration forms and teaching manuals. For example, the district has reduced the manual, three-day processing of its monthly cell phone bills down to one step with DocuShare – which quickly scans more than 380 bills and distributes them accordingly. The school board also uses DocuShare to securely share and update information for its 33,000 students and 3,500 employees.

Source: ECM Connections and XEROX Docushare. Click here to read article at ECMConnections.com

About SRC Solutions With more than 5 million enrollments processed each year for schools, businesses and governments, SRC Solutions is the global leader in online registration. Founded in 2001, the Pennsylvania company is a Service-Disabled Veteran-Owned Small Business (SDVOSB), which specializes in identifying cumbersome, repetitive and counter-productive work practices and replacing them with easy-to-use, innovative digital processes.

As a XEROX® Platinum Partner and an authorized reseller for Kofax, Surety and Recruit Manager, SRC provides solutions for both the public and private sector, including document management, workflow improvement and integration into numerous ERP systems. SRC Solutions: Breaking the boundaries of paper.

 

 

Registration Gateway