Electronic Document Management: Facilitate Your Enrollment Process Through Automation By Gina Rendina and Ian Llado, Optical Image Technology

Applying to an institute of higher education marks the beginning of a very important chapter in the life of a potential student. Similarly, each application marks the start of a new student record at the educational institution to which the student has applied. During the lifecycle of this record, various departments, including registrar, financial aid, academic advisement, athletics, honors programs, and alumni relations may require access to it and may add new files. And, as anyone who participates in this lifecycle can attest, this record can include a variety of documents in addition to the application, such as transcripts, exam scores, letters of recommendation, student records, tax forms, financial aid requests, and other supplemental materials.

How does an institution manage these important files? How can they be made accessible to other departments without being lost or misplaced? What can an organization or department do to address concerns associated with the storage and retention of paper?

One of the most effective ways to centralize and manage information efficiently is by implementing a web-based electronic document management and workflow system. Electronic document management (EDM) software stores electronic files and makes them accessible to multiple departments and individuals who are authorized to access the information, and helps staff to manage the various documents effectively. When coupled with automated workflow, an institution can standardize and improve the processes related to these documents, boost employee productivity, and – believe it or not – even increase enrollment.

Every school strives to offer the best level of service to students and applicants. The return on investment (ROI) from the implementation of a web-based EDM and workflow system to a document-intensive area like Admissions can benefit the entire institution. Significant hard dollar ROI can be seen quickly from the reduced storage, printing, and handling costs associated with paper. Soft dollar ROI, such as the improved efficiency that can shorten the application-to-decision timeframe, can be even greater. Increased application processing speed correlates to higher enrollment. As institutions continue to become more competitive, being able to make a quick offer to an undecided applicant can determine whether or not that applicant enrolls in your institution.