OPTIMIZE THE LEARNING CURVE

Take the next step in your digital transformation journey by going paperless. Improve student services, and increase the overall efficiency of every department in your educational institution.

Unsure how a Document Management System can benefit your Educational Institution?
Meet Super Jane!

DIGITAL TRANSFORMATION

Transform into a truly digital campus
Leverage document management technology to cement the basic pillars of student experience, fomenting access to information, inclusivity, flexibility, security, and trust. Deliver exceedingly better learning experiences and personalized student support across all touchpoints throughout the student’s journey.

Reduce the Cost of Paper Processes
Paper documents are scanned while electronic documents and files are directly imported into Docubase. 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, and access to the repository is controlled using assigned logins and passwords allowing activity rights based on document groups, workgroups, and user level.

Reduce the Cost of Paper Processes

Digitally Archive and Safeguard Documents
Physical filing rooms storing paper files are not only inefficient relics of the past but can also be a liability to your institution. Disasters such as floods, fires, storms, and even pandemics can severely impede access to records and even cause their destruction. Making secure digital storage with controlled auditable access a “must have” in today’s educational environment.

Eliminate Human Error
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.

DIGITAL TRANSFORMATION

Transform into a truly digital campus
Leverage document management technology to cement the basic pillars of student experience, fomenting access to information, inclusivity, flexibility, security, and trust. Deliver exceedingly better learning experiences and personalized student support across all touchpoints throughout the student’s journey.

Reduce the Cost of Paper Processes

Reduce the Cost of Paper Processes
Paper documents are scanned while electronic documents and files are directly imported into Docubase. 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, and access to the repository is controlled using assigned logins and passwords allowing activity rights based on document groups, workgroups, and user level.

Digitally Archive and Safeguard Documents
Physical filing rooms storing paper files are not only inefficient relics of the past but can also be a liability to your institution. Disasters such as floods, fires, storms, and even pandemics can severely impede access to records and even cause their destruction. Making secure digital storage with controlled auditable access a “must have” in today’s educational environment.

Eliminate Human Error
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.

  • IMPROVED STUDENT SERVICES
    Keep students in the loop.
    Maintain student files and records digitally in a coherent, confidential, and comprehensive manner with improved transparency. Serve students better with real-time access to their information for quicker transactional turnarounds.

  • SECURE COLLABORATION
    Enable and control document access across departments.
    Records and files are the heart of any campus. Having a “single source of truth” for documents across departments and systems is fundamental to delivering the service experience your students and faculty expect. From our secure DBS Cloud in Tyler, Texas, or installed on your own servers or private cloud, Docubase Education Suite provides encrypted access to documents across campus.
  • COST SAVINGS
    Do more with less.
    Every educational institution is an enterprise that must deliver value while operating on tight budgets. Docubase Education Suite is a budget-friendly solution that helps you realize vastly improved cost savings by managing documents with reduced man-hours and optimal use of resources.

How does Docubase Education Suite help educational institutions?

Some of the ways educational institutions benefit from implementing Docubase Education Suite are listed below:

  • Eliminate filing cabinets to regain office space.
  • Protect documents from natural disasters such as fires, floods, etc.
  • Provide Instant access to all student documents from a single secure source.

  • Never lose student records and admissions paperwork
  • Streamline the processes of admissions, recruitment, benefits and payroll administration, compliance, and student aid seamlessly

  • Enable and control campus-wide and remote access with granular permissions and audit trails
  • Scale document solutions from a single department to enterprise-wide as internal and external demands dictate
  • Support remote learning with digitally tracked access and secure collaboration

  • Enable the controlled flow of documents across departments seamlessly
  • Extend the life of past IT investments by linking electronic document repositories to legacy information systems

ELECTRONIC FORMS
Dynamically capture information from anywhere with intelligent e-forms.

Create, deploy, and manage beautiful dynamic electronic forms. Streamline reviews and approval flows with built-in automation. Enable any device to capture data, document scan, collect payments, e-signatures, and more. All at a click of the mouse and without the need for complex coding.

SIGN DOCUMENTS DIGITALLY
Achieve digital signatures on forms, documents, and packages to automatically complete workflows without manual intervention.

Create, manage, and track signature flows from the dbs eSign app-less portal or directly from  your SIS/CRM/ERP using the API.

AUTOMATED WORKFLOWS
Enhance back-office administration.

Move digital documents instantly through the actionable channels with automated workflows. Improve the efficiency of all back-end processes from HR to admissions, accounts, student aid, and more.

EASE OF INTEGRATION
Connect to your IT back office, hassle-free

Docubase Education Suite integrates easily with existing or legacy IT systems already in use through well-documented REST-APIs. This results in a straightforward implementation while protecting the value of your existing investments.

EASE OF INTEGRATION
Connect to your IT back office, hassle-free

Docubase Education Suite integrates easily with existing or legacy IT systems already in use through well-documented REST-APIs. This results in a straightforward implementation while protecting the value of your existing investments.

AUTOMATED WORKFLOWS
Enhance back-office administration.

Move digital documents instantly through the actionable channels with automated workflows. Improve the efficiency of all back-end processes from HR to admissions, accounts, student aid, and more.

ELECTRONIC FORMS
Dynamically capture information from anywhere with intelligent e-forms.

Create, deploy, and manage beautiful dynamic electronic forms. Streamline reviews and approval flows with built-in automation. Enable any device to capture data, document scan, collect payments, e-signatures, and more. All at a click of the mouse and without the need for complex coding.

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.

STUDENT SERVICES
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.

REGISTRAR
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.

ADMISSIONS
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.

FINANCIAL AID
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.

BUSINESS OPERATIONS
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.

FACULTY
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.

  • CAPTURE PHYSICAL DOCUMENTS SEAMLESSLY FROM ANYWHERE.
  • PROVIDE CONTROLLED SECURE ACCESS TO RECORDS.
  • AUTOMATE PROCESSES AND WORKFLOWS.
  • AUTOMATE APPROVAL FLOWS.
  • GET NOTIFICATIONS AND ALERTS.
  • STORE AND MANAGE ANY ELECTRONIC MEDIA.
  • REVIEW AUDIT TRAILS FOR EVERY DOCUMENT.

CHOOSE A TRUSTED DMS EXPERT FOR EDUCATIONAL INSTITUTIONS.

Over the last decade, DBS Software and Services 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. Every deployment provides invaluable insights that feed into making Docubase Education Suite an exceptional document management system especially designed to meet the needs of today’s educational institutions.

“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 

Request A Copy Of Our Latest Case Study

ADAPT TO THE DIGITAL NATIVE.
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.

Today’s students are digital natives. They arrive on campus with an expectation that the services they avail are seamless, efficient, and accessible on a mobile screen quickly and at any time. Ease of communication and interactivity of user experience, are features taken for granted. Enhance student interface and their learning experience with Docubase Education Suite as the document management backbone of your rapidly transforming digital campus.

BOOST OPERATIONAL EFFICIENCY ACROSS DEPARTMENTS.
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.

INTEGRATE THE UNDERLYING DMS ARCHITECTURE WITH YOUR EXISTING STUDENT INFORMATION SYSTEMS.
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.

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. Additional features like secure electronic forms, advanced OCR, 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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