Why should we use a document management system?

  • By Jesse Wood
  • 09/01/19

The higher education world is full of paper. Final exams, transcripts, financial aid forms, student records, and athletics documents fill filing cabinets in universities and colleges nationwide. When one of these documents is needed, finding it can be a challenge for whoever has to look through the filing cabinets, hoping the document was put in the correct place.

Traditional paper storage also takes up valuable real estate on campuses that could otherwise be used for classrooms, or to provide additional resources to students.

While technological advances have revolutionized education—Smart Boards replacing chalkboards, online testing, tablets replacing textbooks, etc.—many universities and colleges are still using old, inefficient processes to manage their paper documents. There must be a more efficient, streamlined method to handle all of the documents in the higher education world, right?

There is. The answer is a document management solution (DMS).

Many colleges and universities still utilize an archaic method of filing, which costs more than a digital document management system. Aside from cost, perhaps the most compelling reason to use a DMS is for security. A DMS can keep all your documents secure and easily accessible. Your filing cabinets are probably full of student, faculty, and other records required to keep your college running. Why risk the security of these documents?

Don’t put your students’ records at risk. Increase your efficiency and save money by using the most secure, user-friendly document management system available. You won’t believe how easy it is to go paperless!

This article originally appeared in the College Planning & Management September 2019 issue of Spaces4Learning.

About the Author

Jesse Wood is the CEO of eFileCabinet (www.efilecabinet.com), a best-of-breed advanced document management system. Wood has 20 years of leadership experience innovating custom technical solutions for a wide range of business applications.

Featured

  • Three U.S. Universities Install Acre Security Access Control Platform

    Cloud-native physical and digital security solutions company Acre Security recently announced that it has deployed its access control platform at three major universities in the U.S., according to a news release. Acre partnered with Atrium Campus to provide coverage for more than 69,000 students at the University of Virginia (UVA), George Mason University, and Rockhurst University.

  • cutaway view of a modern school building, showing various rooms and zones

    Layering AI into HVAC Systems Shows Reduction in Carbon Emissions

    Heating and cooling systems are just one of the many new ways that AI can be integrated into schools. According to a new study from Schneider Electric's Sustainability Research Institute, AI-powered HVAC systems in schools can lead to significant carbon emissions savings.

  • Texas District Finishes Construction on New Middle School, Admin Building

    The Westwood Independent School District recently held a ribbon-cutting ceremony for the new Westwood Middle School and Administration Building in Palestine, Texas, according to a news release. The campus covers 106,000 square feet and has the capacity for 650 students in grades 6–8, and it will also play home to the district’s staff and administration.

  • Designing Learning Spaces that Support Student Mental Health and Wellness

    In today’s education landscape, schools are more than just centers for learning; they are integral to the holistic development and well-being of students. The global pandemic underscored the importance of addressing mental health in schools, as productivity dropped, stress levels rose and students faced challenges managing emotions.

Digital Edition