Document Management for Education

Colleges and universities now face greater regulatory and financial challenges than ever before. Each graduating class adds documents to already overburdened filing systems consuming valuable floor space. New regulations require strict controls over file access and security, and labor costs of retrieving and maintaining a paper system require a bigger portion of the budget every year.

The PaperWise Solution

Instant Filing & Retrieval
Are you devoting precious office space to paper file storage? Do you spend valuable time finding and re-filing paperwork?

PaperWise integrates with your existing student record system to retrieve related documents with a simple keystroke. Advance search capabilities allow information retrieval based on any criteria, such as Last Name, Married Name, SSN, DOB and Student ID.

Eliminate lost or misfiled documents. No more hunting for in-process paperwork on someone else's desk. PaperWise provides instant access to up-to-the-minute application status. Use the Notes function to document conversation details or transactions and make them available to everyone in the department. Breeze through audits by providing any document in seconds.

Information Sharing
Make documents available between departments or functional areas to speed processing and avoid duplicate "islands" of information. Knowledge can be shared with confidence because modification or deletion can be easily restricted.

Promote dramatic efficiency gains across the campus or across the country by allowing instant access to any student information. Eliminate duplication of paper files for transfers. With PaperWise, just change the location field or select and email relevant records.

Security
Are you concerned about controlling document access and sensitive information? Secure records are mandatory in any document management system and PaperWise provides the highest levels of document control. Documents are protected by compression and encryption on the storage server. Multi-level security controls access by user, group, and file cabinets. Limit access to documents, notes, and annotations independently. Restrict access down to individual files based on your index fields.

Provide secure access to student documents and forms such as add/drop slips, transcript evaluation forms, transcript request status, rosters, incompletes, and grade change forms.

Integration
PaperWise maximizes efficiency by integrating with existing applications and systems. PaperWise's hot key capabilities effectively image-enable your existing systems. Minimal training quickly translates into maximum productivity.

PaperWise works with your system whether you have an HP9000 or an AS/400. Whether you use a Windows GUI or a terminal emulator such as Reflection or RUMBA, PaperWise will integrate with your student database system.

PaperWise even integrates with your desktop applications and allows you to store documents in their native format. Manage word processor files, spreadsheets, emails, PDFs, sound, video, and other documents in your PaperWise system.

Retention and Archive
New regulations can require student records to be securely archived for many years. Since digital documents do not require physical storage space, purging your file room to ease space constraints is no longer a problem.

Documents with regulatory retention requirements can be easily handled by defining and executing automatic archive jobs. Any combination of index information can be used to build specific retention rules for individual document types. Management tools for retention policies and requirements are easy to use and provide complete flexibility.

The system can provide reports of documents scheduled for disposal when the retention period expires. The PaperWise system can provide audit reports showing purged documents and the removal of confidential data.

Workflow
PaperWise has a powerful workflow engine to help balance and manage your workload and eliminate bottlenecks in your department. You can define rules for your business process and let PaperWise instantly route and deliver documents to the appropriate users.

Individual workflows can be defined to handle:

Business Continuance
Traditional paper filing systems are seldom replicated in a secondary location. They require valuable floor space and must be protected from fire, flood, old age and filing errors. Retrieving documents stored off-campus is expensive and time consuming with no guarantee that the document will ever be found.

The PaperWise system is easily backed up using conventional server backup methods. In the event of a disaster, all information in the system can be easily restored. If PaperWise subscription backup services are used, the system can be quickly brought back online from the PaperWise data center. This allows web access to previous local users from any temporary location via the web.

Remote Access
Would it be invaluable to offer secure access to students, contractors, or off-campus staff via the web? PaperWise offers these remote users immediate access with many of the same powerful presentation and imaging tools as local users. Off-campus users can access documents based on their security levels and rights can be easily modified or revoked.