Information and storage records have always been a prime resource of an organisation. Without it no organisation would able to perform. From Circulars, forms, assessments, student enrollment, performance records, and transfer documents to administrative records such as board meeting minutes, payrolls and payable, school paper works which quickly fill up banks of filing cabinets and drawers and storage.
Whether information is needed for internal administration or personal issues, student inquiries, or audits, easy and secure file access can present challenges. It’s not just the space that these piles of documents take up that creates a problem. Searching, sorting and updating all this paperwork makes it an arduous task for the employees.
Paperwork that, when physically stored, comes itself with many risks beyond the inevitable aging. Fire breakout and theft unfortunately can occur to any businesses and there is a chance of the documents being damaged by those.
Since in manual paper based record system there is no process of backing up documents, so once a document is lost, it’s lost for ever. Having files stored digitally could save school records in case of disaster.
KnwEdu’s document management module helps schools to centralize all the administrative papers and files that follow students, teachers and administrators behind the scenes in a single digital information repository which often have to be retained and organized .
Digitizing paper notes and printed literature makes it easy to share documents electronically and lowers the temptation to make photocopies.
Electronic management mechanizes and eases the process while reducing manual effort, time and cost, allowing teachers and administrative staffs to concentrate on more extreme priorities.
With scanners and their associated software taking care of converting printed text into a searchable digital version, piles of paperwork can be processed within minutes.
If a student is moving from one school to another, his/her data can even be quickly exported by eliminating printing and shipping cost.
Technology has not only changes teaching approach but also the overall school management these days. Putting school on the path to electronic efficiency can be challenging, but the benefits vastly outweigh the difficulties. The numerous benefits of converting a paper based workflow to managing records digitally are hard to ignore
- Keeping digital documents in the cloud can enable access from anywhere ,anytime
- Cost reduction associated with a decrease in time spent looking for files and
- Converting paper files to digital files allows schools to convert storage areas into a productive work-space.
- Mitigates risk extreme conditions.
- Manual processes can be replaced with more efficient and automated tasks resulting in higher productivity.
- Increases information security by putting control over the disclosure of records and allowing only authorized persons to access the information .
Schools that engage in electronic processing of files and storage can ensure consistency by pre-establishing a hierarchy and order of tasks that must be addressed.
As the cost of education rises, educational sectors need to find ways to operate more efficiently while at the same time reducing expenses. Digitizing all information files related to students, teachers and administration, is a logical step towards it.
By integrating a document management solution into day to day operations, schools will able to manage their records more efficiently while reducing effort, time and cost.
KnwEdu’s data management solution provides full automation of all the functions of school administration in achieving goal of paperless administration and keeps the teacher and administrative staffs highly organised.