Educational Institutes
Streamline Your Institues' Document Management with SmartFolders
If you work in education, you are well aware of the never-ending volume of paperwork, both in soft as well as hard form.
Year after year, schools, colleges and universities welcome new students and watch as they pass-out. The student life cycle from admissions to pass-out involves many documents and files to be created, sorted, and stored. There is a lot of paperwork generated by each student – applications, records, results and financial aid paperwork. Along with the student data, there is loads of data related to governing bodies (BoG/ Syndicate, Academic Council, Board of Faculty, Board of Advanced Research and Studies, Board of Studies, Selection Board, Finance and Planning Committee etc.) and regulatory authorities. Personal Files for Faculty and Staff, Course Folders for every course taught, Accreditation files, and Quality Enhancement Cell files are some more examples of documents and files that are prepared, sorted, organized and stored by the educational institute. In short, document overload is a problem at every level of education, from the smallest schools to the largest universities.
Paper-based storage is difficult to keep secure because anyone can access a filing cabinet, and it is difficult to keep track who has accessed certain documents. Security concerns arise while managing documents digitally without a document management system. SmartFolders can help your institution deal with the challenge of managing an ever growing number of documents with less staff. Since all electronic documents and scanned versions of paper-based documents are stored in a digital repository, anyone can access any document from anywhere through user-name and password, provided he/ she has been granted access to do so. The platform enables you to provide different permissions (View, Print, Edit, Delete, and Share) at the folder level as well as at the document level to different team members as per your desire.
Schools, Colleges and Universities need quick data search on a daily basis. SmartFolders has basic and advanced search functions on the philosophy and methodology of Google. It also has OCR-enabled search which allows you to make your scanned paper-based documents fully text searchable.
The routine procedures of an educational institute can be simplified by the automating the workflows of different business processes where approvals can be sought through the system. Also, many reports can be generated through SmartFolders’ Business Intelligence reporting feature to facilitate smooth operation of the organisation.
Nowadays, the regulatory bodies regularly review the educational institutes’ records. There are many documents that need to be sent to the regulators on a frequent basis. With SmartFolders, you can share files securely by creating ‘users’ for the regulatory bodies and provide controlled access to the required documents and files. SmartFolders also allows you to have multiple people working on the same files at the same time.
Institutes can use SmartFolders to upload multiple versions of a document and retain all of the data and previous versions of the file/ document that were previously uploaded. These files can be retrieved in a matter of seconds with few click. Institutes can use the check-out/ check-in tool to restrict access to a document while others (who are allowed to change it) work on it on the system.
SmartFolders has the option to set roles and responsibilities of various users at the system and database levels. We can create user groups, each with their own set of access controls, in addition to individual users with varying levels of access.
With SmartFolders, you may store data in the cloud or on-premises server.