The educational centres, the same as other sectors, also have their necessities about documents digitalization and files management. Maybe much more than other organizations. This kind of centres not only manipulate their own administration documentation: courses, studies, masters, degrees, etc. they offer but also the documentation associated to each enrolled pupil.
The main problems which they present are:
o They manipulate high documentation volumes for each course and each inscribed pupil. They need to have a correct classification in an organized and prioritized structure.
o They usually receive emails, therefore, it is important to treat the ENTRY AND EXIT EMAIL REGISTER as a priority.
o They print many emails (received and sent) for their register and physical archive on paper with documents related to topics, inscriptions, learning agreements, registrations, degrees, etc.
o They manually seal any entry or exit document which they want to register.
o They physically save documentation of their pupils (by statutory imperative for a determined period), it means an important documental volume which fills wide spaces on the premises and provokes possible complications about bureaucracy, security and confidentiality of the data which must be saved.
o They establish communication from/to the parents, pupils, Administration, suppliers, other centres…and it is important to treat all these channels.
The possible solutions to these requirements could be:
o Avoiding the email printing (time and money saving) executing a complete documents digitalization.
o Bringing the possibility of electronic register in the offered courses.
o Applying through an automatic process, the insertion of an entry register seal (with automatic inclusion of date and time and even register number) and validation of course registration.
o Configuring the entry documents automatic archive which classifies the files by course and pupil and even gather together or link the documentation.
o Setting workflows which manage the application of a new pupil, until his expedient by attended course, through the registration processes, validation, testing, etc.
o Sending electronic notifications to the teachers and students.
o Adding the functionality of external access to the document manager so that all the pupils can consult all their documentation online.
o Being possible to live together or even integrate with other files management programs used in the centre.
There are even document management programs: such as DF-SERVER, which have specific modules which allow us to handle and fill in forms online and even attach extra documents required to testing or registering processes.
To sum up, with a document management system we can, simply, digitalize, archive and index all the generated and entered documents. Facilitating the administrative tasks and, therefore, the information flows between the centre and its pupils, between the different departments, with the Administration or even with the suppliers.