Why the Document Management System Can Save Higher Education

At the interstice of democracy and capitalism sits the star-spangled education sector—one which, unfortunately, sits far behind the business sector in learning how to effectively handle the proliferation of data that’s occurred within the past 5 years, yet continues to be the main source of job preparedness for Americans. However, use of a document management system can change this.

Although many institutions of higher learning have relied on some form of ECM (Enterprise Content Management) to streamline information management and administrative processes, most of the bells and whistles in these solutions go unutilized, and, therefore, incur greater costs for universities than those of a document management system.

Some education administrators ask: Why rely on automation technology in a sector that literally trains and teaches the mind to be champion of all? As paradoxical as it may seem, the answer is simple: no matter how smart we get, it’s time to rely on automation and information management technology to improve educators as professionals.

Because a document management system in higher education can not only produce better outcomes for students, but also help educators better contribute to and effectively take credit for these outcomes.


Why Document Management and Strategic Planning Coincide

Under even the simplest circumstances, strategic planning in universities and colleges, at least as it pertains to information management, is very difficult. Couple this with the fact that many students drop out due to tuition savings and fear that higher learning will not give them the resources they need to secure their dream job, and the influx of students is as cumbrous as the attrition rates at most colleges and universities—sending administrators into information overload.

And this phenomenon becomes more frictional as tuition rates outpace inflation, and student debt becomes a more common metric for universities’ success or failure.

But as these college tuition rates increase, so do the standards for university services, including the standards for the university’s ability to manage information and provide career resources to its students. A document management system serves as a means to this end by  helping universities spend less time on menial tasks, freeing up time to better allocate resources toward student success and student-geared administrative purposes.


A Document Management System Higher Education Case Study

Samantha Tolle, Admissions Counselor at Colby Community College discusses how easy the document management system from eFileCabinet is to learn:

“eFileCabinet has been a great tool for Colby Community College. With the help of the on-site training, our campus was able to fully embrace all of the possible uses from this product. We knew it was a great resource before, but the on-campus training enlightened our users on all of the benefits.”

The technology chasm between administrative faculty and college students has lessened, but much work remains—technological advances have redefined higher education within the past decade: online testing, tablets replacing textbooks, etc.

But universities continue to rely on paper-based administration. Admissions counselors and advisors stand to benefit enormously from DMS, and the administration which presides over these advisors and counselors can allocate costs more effectively with DMS—making increasingly complex workload processes manageable to a fewer number of counselors and academic advisors, upholding cost-efficiency across the board.

DMS will also help educational administrators maintain compliance standards without accruing masses of files—each stack as indiscernible from the next—an issue that document retention and decay features inherent to the eFileCabinet document management system can resolve.


Leveraging Document Management to Handle Administrative Progressivism

With greater economic change in preexisting and prospective higher education students’ behavior, creating educational policy and programs to adapt to these changes can be exhausting, and especially without the right technology.

Part of administrative progressivism will entail cutting administrative costs to make tuition and, therefore, learning more accessible to those who seek it—restoring students’ trust in a system they hold accountable for finding them jobs.