Universities can have thousands, even tens of thousands of students and applicants. Each individual represents a significant amount of paperwork. Every time a student applies for a class, completes a class or drops a class, documents happen. In the university system, action equals documents. Through sheer necessity university cloud document management systems have been developed to cope with this unimaginable amount of virtual paper handling.
Documents are stored and retrieved, saved and stored again by various authorized users. When an administrative process can be completed online it saves the school and the student time, money and frustration. Naming and saving protocols are established to enable easy retrieval by students and by university staff. Naming and saving are done seamlessly by the system to prevent human error.
The secure cloud management of documents allows multiple users access for different purposes. Most of the digital files are PDF files, portable document format that are compatible with most computers. Users only need to have Adobe Reader, a free application, on their hard drives. Many of the files cannot be edited or altered, while others were designed to be edited.
Added to the traditional work flow of universities is the move towards online education. Each class needs its own web portal for the students and teachers to access homework assignments, eBooks and communications. Every action has a reaction of paperless documents.
The makers of PDF software applications, Adobe, developed the function that allows users to sign documents over the web electronically. This software and digital files are integrated into the could management system. The process is efficient and effective. In many cases, the student never needs to leave home to complete class registration and assignments.
The electronic file management system can serve other functions. Now schools are able to turn over rooms of hard copies for scanning by the company providing the management system. The new digital files are incorporated into the system appropriately and the paper files are shredded. Electronic storage of files is more secure than papers in file cabinet drawers.
Another function is intelligent data capture. This allows the university enterprise software to extract key data points, such as grades, student ID numbers, etc., and import the data into the enterprise system for future usage. Digital files that are no longer active can be archived. Storage is a very important function. With redundancies in place, there are back ups at least three deep. If one is lost due to some malfunction, the others are still intact. The necessity and the evolution of managing all these files and information in the cloud is the reality of today and tomorrow.
Documents are stored and retrieved, saved and stored again by various authorized users. When an administrative process can be completed online it saves the school and the student time, money and frustration. Naming and saving protocols are established to enable easy retrieval by students and by university staff. Naming and saving are done seamlessly by the system to prevent human error.
The secure cloud management of documents allows multiple users access for different purposes. Most of the digital files are PDF files, portable document format that are compatible with most computers. Users only need to have Adobe Reader, a free application, on their hard drives. Many of the files cannot be edited or altered, while others were designed to be edited.
Added to the traditional work flow of universities is the move towards online education. Each class needs its own web portal for the students and teachers to access homework assignments, eBooks and communications. Every action has a reaction of paperless documents.
The makers of PDF software applications, Adobe, developed the function that allows users to sign documents over the web electronically. This software and digital files are integrated into the could management system. The process is efficient and effective. In many cases, the student never needs to leave home to complete class registration and assignments.
The electronic file management system can serve other functions. Now schools are able to turn over rooms of hard copies for scanning by the company providing the management system. The new digital files are incorporated into the system appropriately and the paper files are shredded. Electronic storage of files is more secure than papers in file cabinet drawers.
Another function is intelligent data capture. This allows the university enterprise software to extract key data points, such as grades, student ID numbers, etc., and import the data into the enterprise system for future usage. Digital files that are no longer active can be archived. Storage is a very important function. With redundancies in place, there are back ups at least three deep. If one is lost due to some malfunction, the others are still intact. The necessity and the evolution of managing all these files and information in the cloud is the reality of today and tomorrow.
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 University Cloud Document Management she recommends you check out www.docufree.com.
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