A convenient digital storage system can be created for any school or university system. All educational systems have large recordkeeping needs. All departments from the professors to the individual students can be included in a digital databank. Imagine the mounds of paperwork needed during a students twelve to sixteen years of education. It can all be stored in one massive databank separated by department by using educational document scanning services.
Space and security are major considerations. Often a document is not needed for three to five years or more. Then suddenly, it must be found for an important reason. Searching through a filing cabinet or a box of old documents is both time consuming and sometimes fruitless. Information can be lost or stolen.
It does cost money to store paperwork so why not store it in a way that will ensure it is safe and secure. Storing it in digital form is the answer. It is scanned and arranged in a databank in a way that is easily accessible whenever it is needed.
Ten years after an exam, a student comes back and says there was a B on an exam that was originally marked as an A. Records in digital format do not lie. His or her transcript can be proven to have sent out all the correct grades for this student. The argument disappears in the face of indisputable evidence.
Each school system may have different needs and different ways they want their records filed. Digital files may be designated by name, year of graduation, ID number or social security number. Each department, the English department for example, can keep students both past and present in two separate files. Research and statistical recordkeeping is easy.
Students may be categorized by year of entrance or year of graduation. If there are complaints about one teacher, that educator can be investigated. Staff and office administrators evaluations are made and verified as to performance and likeability.
Office personnel can find out if any sexual harassment charges have been filed against a supervisor and who filed them. Compilations of statistics can be made easily using an index. For example, the choice of a valedictorian can be determined by evaluating all grade-point averages.
Perhaps most importantly, digital records cannot deteriorate and become illegible over time. Printed copies are made quickly. Such a scanning and storage service saves time, and as we know, time is money. The convenience alone is well worth the cost.
Space and security are major considerations. Often a document is not needed for three to five years or more. Then suddenly, it must be found for an important reason. Searching through a filing cabinet or a box of old documents is both time consuming and sometimes fruitless. Information can be lost or stolen.
It does cost money to store paperwork so why not store it in a way that will ensure it is safe and secure. Storing it in digital form is the answer. It is scanned and arranged in a databank in a way that is easily accessible whenever it is needed.
Ten years after an exam, a student comes back and says there was a B on an exam that was originally marked as an A. Records in digital format do not lie. His or her transcript can be proven to have sent out all the correct grades for this student. The argument disappears in the face of indisputable evidence.
Each school system may have different needs and different ways they want their records filed. Digital files may be designated by name, year of graduation, ID number or social security number. Each department, the English department for example, can keep students both past and present in two separate files. Research and statistical recordkeeping is easy.
Students may be categorized by year of entrance or year of graduation. If there are complaints about one teacher, that educator can be investigated. Staff and office administrators evaluations are made and verified as to performance and likeability.
Office personnel can find out if any sexual harassment charges have been filed against a supervisor and who filed them. Compilations of statistics can be made easily using an index. For example, the choice of a valedictorian can be determined by evaluating all grade-point averages.
Perhaps most importantly, digital records cannot deteriorate and become illegible over time. Printed copies are made quickly. Such a scanning and storage service saves time, and as we know, time is money. The convenience alone is well worth the cost.
About the Author:
Loris F. Anders is an office management specialist focused on optimizing workflow processes in document management. If you would like to learn more about Alumni paper scanning solutions he recommends you check out www.docufree.com.
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