Paper vs. Electronic Filing

Day to Day Operations

Paper-Based Systems Electronic Systems
  • Student forms are filled out with pen and paper
  • Forms are placed into file folders and stored in cabinets
  • When a file is needed, it will be pulled from cabinet
  • Electronic forms and signature pads are used to create documents
  • Classification system allows for easy check-ins into the SchoolDocs system
  • Quick and easy search and retrieval options are available

Regulatory Compliance

Paper-Based Systems Electronic Systems
  • Manual pull of files
  • Physical check of files
  • Hand-written checklists
  • No automated security
  • No automated tracking
  • Disruptive on-site audits
  • Copies and shipment to servicers
  • Easy access to documents
  • Easy review of electronic forms, files, and scans
  • Automated compliance
  • Advanced security & access controls
  • Audit trails and history
  • Electronic sharing of files with auditors, multiple campuses, or third parties

Return on Investment

Paper-Based Systems Electronic Systems
  • High storage costs
  • Expense of fire proof file cabinets and safes
  • Maintenance cost of space used for filing
  • Expense of paper, toner, copies, and other supplies
  • High delivery costs including postage and shipping of paper between campuses or third parties
  • Reduced costs related to searching for documents
  • Reduced time duplicating lost documents
  • Disaster recovery system
  • Retention policy enforcement
  • Student privacy and security enforcement
  • Improved financial aid, admissions, enrollment, and placement processes
  • Easy sharing of electronic files with third parties, such as auditors, servicers, and students