A TURNKEY SOLUTION FOR DIGITAL TRANSFORMATION
Revolutionize your educational institution with smart and secure document management.
Every department in educational institutions benefits from eliminating filing cabinets across campus and having access to a single source of truth for important documents and information.
Automate online application capture and archival while student transcripts and other paper documents are scanned 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.
Maintain a digital file for every student with all documents at your fingertips including transcripts, completed forms, records, etc. Answer queries and serve your students quickly. Further required actions are handled using e-mail or the Docubase ‘work baskets’ allowing student documents to be directed to the appropriate user, further enhancing the process flow within your institution. Transcripts no longer need to be manually keyed; with Docubase once the Transcript is scanned the data can be automatically transferred.
Digitally capture important information at every step of the intake process. Automate review and approval flows. Leverage intelligent capture technology to quickly sort and evaluate transcripts and other academic records.
Digitally manage the wide range of required documents such as student aid forms, financial aid reports, financial aid applications, tax forms, academic records, and more, from a single secure platform. 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 needs to point and click the student’s name, ID, or another pertinent piece of information from within the College/University system in order to retrieve all of the student information right at the desktop or mobile device.
Streamline business operations. Managing invoices, tracking purchase orders, managing student financial accounts are simplified by electronically linking the documents to the corresponding files and transactions in your accounting software.
RECRUITMENT & HR
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. Important HR documents such as employment and benefits enrollment applications, benefit claim forms, personnel records and all associated personnel documents are captured and stored electronically, allowing you to retrieve a resume or answer a payroll or benefit query without leaving your desk.
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.
ACCOUNTING & COMPLIANCE
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. Fax, print or e-mail supporting documents right from your desktop or mobile device.
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 in 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.
Provide a secure repository where faculty can create electronic filing structures and store any type of document they need to associate with research, dissertations, notes, etcetera.