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DocuWare Revolutionises Student Records Management
A compelling use case from Tompkins Cortland Community College, part of the State University of New York (SUNY). Serving over 3,000 students with 38 associate degree programs, the college faced a significant challenge in managing student records

Before adopting DocuWare, student records were physically stored on the main campus, leading to inefficiencies. Access to these records was cumbersome, with only one person or department accessing a record folder. The manual retrieval process caused delays, hindering the efficiency of critical departments such as Admissions, Financial Aid, Registration, and Counseling.

The college’s vital student documents, including registration forms, residency certificates, transcripts, and more, were stored in paper folders. With each department relying on these documents, the traditional system proved inefficient.

The implementation of DocuWare transformed the college’s document management. Over 40,000 digitised permanent record cards were migrated to DocuWare, eliminating the dependency on outdated systems. The platform, tailored to the college’s needs, enabled seamless digital storage and retrieval, fostering a more streamlined workflow.

With over 100 staff users benefiting from DocuWare’s capabilities, each document is digitised upon receipt, using the student number as a match code, and DocuWare automatically fills the remaining index fields, reducing manual input, errors and wasted time. The success of digitisation rippled across the campus, prompting further adoption.

Now, the Registrar’s and Admission offices use DocuWare to digitise student information in real time securely. This automation enhances workflow processes along the way, providing up-to-the-minute information to various departments. Departments like the Dean’s office, Board of Trustees, Library, and Learning Resource Centers have embraced DocuWare, realising its potential.

The benefit of having immediate access to information has revolutionised staff efficiency, reducing retrieval time to mere seconds. The enhanced response time to student inquiries elevates the student experience and boosts job satisfaction among staff and faculty. DocuWare has become an integral part of Tompkins Cortland Community College, showcasing the transformative power of digital document management in education administration.

Author: Carlos Lucia
Experienced Director with a demonstrated history of working in the document management industry. Skilled in sales, business development, document management solutions, marketing strategy, and building new business. Strong background in business finance and passionate about facilitating companies' digital transformations. Co-founder and Director of Docuworx, an Australian company that facilitates the digital transformations of businesses and organisations across Asia-Pacific.