Products & Services

SchoolDocs™ Document Management System

The SchoolDocs Document Management System streamlines the process of electronically capturing, indexing, storing, protecting, searching, retrieving, managing, and controlling information. SchoolDocs features web-based forms that enforce business rules and policies, scanning, forms recognition, optical character recognition (OCR), centralized data repositories, and the management of PDFs and other document formats. Knowledge management features bring structure and control to information, allowing organizations to harness the intellectual capital contained in the underlying data.

SchoolDocs includes automatic retention modules, disaster recovery solutions, compliance monitoring tools and extensive security protection embedded within the system. SchoolDocs will protect your organization through security on the information (specific documents), software, people (administrators, students, or outside users such as auditors) and departments (Admissions, Enrollment, Financial Aid, Placement, etc.) , all of which need different levels of access to school documents.

SchoolDocs maintains change history for each managed document. The data collected inclues who creates the file, who accesses the file, when such access occurs, and what is done to the file at each interaction. How a file is disposed of at the end of its retention period is also documented.

One of the greatest advantages of an electronic document management system is the ability to protect your files in the event of a disaster. SchoolDocs has many options for disaster recovery, including hosted solutions, mirrored servers, off-site redundant servers, and more.

Custom Electronic Web Forms & Workflow

eForms

SchoolDocs provides custom electronic forms (eForms) accessible through a web browser. School employees and/or students can easily fill out standardized forms. Once completed and validated, the forms become electronic documents (PDFs) available in virtual folders within the same Document Management System that stores other scanned images, correspondence, and vital records. The use of electronic forms increases the quality and reliability of student records.

  • Control school employee processes
    Through the use of mandatory fields, the application of electronic signatures, and controlling the sequence of different forms, SchoolDocs ensures that all information is completed and verified within each form and that that data is consistent across forms. Once validated, forms become PDF documents automatically filed into the SchoolDocs repository.
  • Web Browser Access and Online Enrollments
    Users can access eForms from any web browser internally or over the Internet. This allows the completion and electronic signature of enrollment documents online without having to wait for faxed documents and paper-based contracts to be mailed.
  • Revision Control
    Modifications to information contained on any eForm can easily be made and submitted to SchoolDocs without overwriting existing data. Each revision is stored and historically accessible within the Document Management System. By default, SchoolDocs always displays the latest revision.

Workflow

Workfllow is the ability to route, locate, monitor, and control documents as they are processed to permit immediate control and visibility for tracking and monitoring in real time. Automated workflow ensures that users cannot deviate from management policy or omit critical steps in the process. The use of electronic documents also permits parallel processing so that multiple aspects of a job can be done simultaneously without having to wait for steps to be completed sequentially.

Compliance Monitoring & Reporting

SchoolDocs is focused on providing school management teams with the ability to manage the risks associated with compliance issues as well as improving a school’s overall bottom line through the use of technology and data management functions. SchoolDocs adds value in many different aspects of college management, but one of the most well-received has been the ability to perform live audits to discover missing documents and underlying data.

For example, SchoolDocs generates reports of missing student documents based on pre-defined templates designed around common compliance issues. SchoolDocs specifically addresses some of the major Department of Education compliance concerns:

  • Incomplete Enrollments
    Finding missing documents related to required records that are mandatory before completing enrollment and beginning class.
  • Late Refunds
    Retrieving actual copies of refund checks or disbursements instead of only numbers and dates.
  • Verification
    Finding missing required records for students selected for verification.
  • Following Satisfactory Academic Policy
    Finding missing drop and/or probation records to be completed and available in the student’s folder based on the student’s academic status.
  • Invalid dependency override and undocumented professional judgment
    Finding missing documents related to a student’s change in dependency status regarding financial aid and/or missing records due to grant of professional judgment (unemployment, tax returns, W-2s, signed statements, etc.).

The SchoolDocs implementation process helps a school to identify risks which might impact the school. Once the risks are identified, it is possible to impose business rules to prevent the occurrence of such risks. When the risk cannot be controlled through the imposition of business rules, through the compliance reporting module it is possible to identify and correct issues prior to their being discovered by auditors and becoming audit findings. SchoolDocs processes also minimize conflicting data within specific files.

Custom Programming and Integration

The document management system a school selects will be pervasive within the organization, so it is vital to implement software that will integrate fully with its current systems; moreover, the factors must be in place which will facilitate its use with future systems. Consequently, it is unlikely a school would want to secure a system which integrates only with the products of one publisher and has no commitment to integrations with software provided by disparate suppliers.

Coordination of data contained within student management software, servicer software, and DOE systems must be achieved, or the result will be the creation of silos of data, which will ultimately create confusion, inhibit efficiency, discourage innovation, and prevent the standardization of workflows within the organization. Fortunately, reliable integrations may be readily made among the databases of the various systems, especially if the databases are all in the common SQL format.

The SchoolDocs philosophy is for the SchoolDocs system to operate in the background and to be accessed through other software already in use, such as the student management system. For instance, when viewing a student record from within the student management system, all one needs to do is to click a button to bring forth the requisite student documents, or if one is working within the school’s accounts payable system, a button within the accounting system will display the invoices being processed. Such embedding of SchoolDocs within a school’s already existing systems saves users from having to learn the intricacies of a new software.

These types of integrations can be accomplished for you by the SchoolDocs custom engineering team. Also, see our Partners page for more information about Student Information Systems that are currently integrated.