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For Educational Institutions


Over the last decade, DBS has implemented modern, secure, and affordable document solutions for many small/medium sized colleges. Today we support the document management needs of over 80,000 students and 5,000 staff across all our deployments.

In that time, we’ve all witnessed how difficult it can be to maintain student files and records that are coherent, confidential, and comprehensive, let alone accessible in real-time. We have found that the difference between a scrambling student services representative and a well-informed responsive one is of vital importance to bottom-line results. With limited time to search filing cabinets for paper-based documents and the increased need to access electronically generated files such as grades, transcripts, emails, and attendance records, registrations of new students are more complex than ever, and is an experience that happens three times a year.

We know that the competition is fierce in recruiting new students, operating costs are rising at a record pace and government regulation continues to increase. In addition, you face major decreases in Government funding while the increased demand for student financial aid grows exponentially each year. To address these demands and set the course for continued growth, you need to maximize operating efficiencies within the various departments.

Derived from the very popular DOCUBASE Enterprise product, the DOCUBASE Education Suite (DES) combines all the modules necessary for schools, colleges and universities to store and manage all types of documents including paper files, spreadsheets, audio, video, and virtually any electronically created file type, in volumes scalable to millions of documents monthly. Yet, the complexity of it all remains transparent to the end-user through tight integrations with your Student Information System.

We encourage you to explore the benefits of using a Docubase Education Suite solution in your organization and contact us for a free demonstration and assessment.

Admissions and Registrar


Docubase Education Suite puts all student information at your fingertips helping staff from Admissions and the Registrar’s office answer inquiries instantly. Further required actions are handled using e-mail or the Docubase ‘work baskets’ allowing student documents to be directed the appropriate user, further enhancing the process flow within your organization.

Reduce the Cost of Paper Processes


Paper documents are scanned while electronic documents and files are directly imported into the Docubase repository. Further enhancement to workflow is gained through the ability of Docubase to link student records to virtually any College or University system. Docubase secures all stored files in an encrypted repository. Access to the repository is controlled using assigned logins and passwords allowing activity rights based on document groups, workgroups and user level.

Enhance Student Service


Docubase Education Suite provides the ability to automate online application archival while student transcripts and other paper documents are scanned and archived at the point of receipt. E-mail correspondence or other electronically created files are stored as part of the associated record within the repository. The workflow component of the Docubase Education Suite routes information to the appropriate personnel based upon that department’s unique set of business rules.

Forms processing, OCR and ICR recognition technologies further enhance the process by eliminating manual data entry for indexing and the information can be transferred to your degree auditing and SIS applications. Grade changes, add/drop requests and graduation applications are processed and routed for approval.

Benefits


  • Automatic application/information routing to the appropriate reviewer
  • Instant access to all student documents from a single source
  • Elimination of filing cabinets to regain office space
  • No lost student records and admissions paperwork
  • Controlled access for authorized personnel only
  • Immediate updates available to the entire campus

Transcripts no longer need to be manually keyed; with Docubase once the Transcript is scanned the data can be automatically transferred

Business Office & Human Resources


Docubase Education Suite streamlines business operations. Processing invoices, tracking purchase orders, managing student account and activity information are simplified by electronically linking the documents to the corresponding files and transactions in your accounting software.

In today’s world, it is a challenge to hire and retain the best instructors, administrators and personnel. It is an even more daunting task when you’re facing a mountain of resumes, employment applications, payroll inquiries, benefits documentation and more. Docubase Education Suite ensures that all applicant and employee information is centralized and secure. Employment and benefits enrollment applications, benefit claim forms, personnel records and all associated personnel documents are captured and stored electronically, allowing you retrieve a resume or answer a payroll or benefit question without leaving our desk.

Accounts Payable/Receivable


Supplier information is accessed directly from your desktop allowing you to answer payment inquiries in real time. Transaction turnaround is enhanced by eliminating the need to search for paper documents and time-consuming callbacks. Docubase Education Suite allows you to fax, print or e-mail supporting documents right form your desktop.

Compliance


Regulatory requirements are increasing the need to ensure the integrity and security of your institute’s financial records. Docubase Education Suite provides a securely encrypted electronic repository eliminating lost, misplaced, mishandled or orphaned receipts once they are stored into the repository. The audit features track and record all document actions and transactions, delivering the means to provide accurate documentation for use as proof of meeting regulatory requirements and compliance initiatives.

Additionally, routine compliance audits of personnel expense records are handled quickly and efficiently. Once captured, missing or “orphaned” receipts are a thing of the past and no longer a problem in the day-to-day transactional business environment.

Recruitment


Docubase Education Suite provides the ability to capture and maintain all applicant information in a centralized and securely encrypted repository that is accessible by all authorized personnel throughout the campus. Documents, such as resumes, references and referral letters are presented to the hiring team quickly and easily. Annotation features allow for the addition of comments without changing the original document.

Payroll and Benefits Administration


Benefits management improvements result through point and click retrieval of employee paperwork like flex plan selections, claims, W-4 forms, 401(k) elections and insurance updates. Employee satisfaction is increased as a result of expeditious responses to inquiries and enhanced turnaround times when faced with life changing events.

Docubase Education Suite allows you to link into your payroll application and retrieve stored records like Forms 1099, W-4 and W-2, for instant reconciliation of issued paychecks against records in your payroll software. Use of the inherent workflow capabilities combined with your e-mail system helps expedite the review process by electronically routing key documents to managers.

Human Resource and benefits managers have ready access to retrieve images of signed documents, accident reports, employee handbooks, business policy manuals and other related materials as well as individual employee documents which are linked to your Human Resources software.

Benefits


  • Secure, encrypted and controlled storage
  • Audit ready
  • No lost expense records
  • Enhanced transactional turnaround
  • Improved operational efficiencies
  • Streamlined hiring processes
  • Rapid benefits resolutions
  • Enhanced activation processes
  • Instant Payroll reconciliation
  • Improved employee relations

Financial Aid


Well informed university administrators have come to realize that streamlining not only admissions but the financial aid processes with a document management system will save them time, space, and frustration. Docubase Education Suite is the perfect choice for this task.

Gain Control


Electronic information housed in databases; paper-based documents housed in physical filing cabinets that passes through many hands, increasing the potential for misplacement. Docubase Education Suite is designed to control all information regardless of form. This includes disparate documents like:

  • Reports
    • Student Aid
    • Title IV
  • Applications
    • Loans
    • Scholarships, grants and awards
    • 1040 tax forms
  • Academic Status
    • Citizenship
    • Date of Birth
    • Enrollment and suspension verifications

Enhanced Operations


Imagine the phone rings or a student enters your facility with a question on the status of his/her financial aid package. In days past, the search for this information might be overwhelming but not today. With Docubase Education Suite, one simply need point and click the student’s name, ID or other pertinent piece of information from within the College/University system in order to retrieve all of the student information right at the desktop.

Benefits


  • Secure storage
  • Controlled access
  • No lost student records and application paperwork
  • Automated Check Processing
  • Campus-wide access for all authorized personnel

“Working with DBS was great. This was a smart decision, and the outcome will be a huge leap forward in terms of manageability and productivity.”
– D. Hintz, West Shore Community College 

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Ready to Take the Next Step?


This industry journey only scratches the surface of what we can do. Document management software can do incredible things for your institution, not just allowing you to cut out paper, but also giving you the opportunity to streamline your everyday processes so you save more time and money. Features like secure file-sharing, eSignatures, mobile access, and automation tools, make this an all-in-one centerpiece for any business of any size, in any industry.

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