Educational Institutions and Image Management
Colleges and universities regularly scan thousands of documents that are associated with student records, transcript requests, applications, administrative tasks, and internal paperwork. Organizing these files in a logical manner can be a logistical nightmare. Image management encompasses far more than buying a scanner and using it to save documents on your organization’s server. Not only can accurate indexing, archival, and management help you comply with FERPA, HIPAA, and other regulations; it can transform your business practices and, in the process, help you to provide superior services to students, staff, and faculty.
What is Image Management?
Image management is the practice of electronically storing, indexing, archiving, and managing images throughout all stages of the document lifecycle. By warehousing content in this manner, colleges and universities are able to make information more easily accessible for processing, administrative tasks, and student services. Electronic storage and paperless processing render filing cabinets and offsite storage obsolete. With image management, all documents stored within the system are available for viewing with the click of a mouse, decreasing the chance of documents being misfiled, duplicated, or lost.
In addition, image management provides organizations with an increased ability to recover critical business documents in the event of a disaster. With image management and proper backup of information, you can circumvent risks and better protect valuable information. Image management provides the following benefits:
- Enhanced services to students, staff, and faculty
- Improved services in areas like Financial Aid, Registrar, Admissions, and Bursar
- Decreased costs
- Increased efficiency
- Reduced processing cycles
- Support for TWAIN- and Kofax®-compliant scanners
Why DocFinity® Image Management?
Since 1986, the DocFinity suite has provided proven image management solutions to organizations of various sizes within different types of industries. Users consistently improve and streamline business processes for optimum effectiveness. With the DocFinity suite, colleges and universities are ensured of an image management system designed specifically to address their unique needs and challenges:
Imaging is a primary component. It facilitates document scanning and indexing for future access, retrieval, and processing. Barcode Server can be combined with this technology to reduce indexing times through the use of barcodes.
Another means of image management is through COLD-ERM. This product enables organizations to capture host-generated reports for electronic storage. This gives users the ability to view reports electronically, eliminating the need for costly printing and physical storage.
To further the benefits of image management, you can implement Workflow and XML FormFLOW™ to electronically store and process structured and unstructured data. These products enable colleges and universities to streamline processes, improve staff productivity, and reduce cycle times to provide students with superior and timely services.
IntraVIEWER® Web client and HSM modules give your image management practices an added competitive edge. By providing access via the Web, users can securely view critical business information regardless of location. And, with DocFinity HSM’s features, documents can be stored, retrieved and tracked in accordance with disaster recovery, records management, compliance, and security policies.
When implemented, Image Management provides colleges and universities with a robust and flexible solution designed specifically to address your unique business environment. Furthermore, Image Management has the power to dramatically change and improve the way you currently do business. It can help you decrease costs and turnaround time while significantly enhancing student services.
For additional information regarding DocFinity and Image Management and educational institutions, please contact us.
