School management systems are one of the biggest game-changers in the educational field. They allowed schools to streamline and automate various processes, reduce the number of repetitive tasks, and ensure the security of their documents and sensitive data.
But figuring out how to make the most out of what modern education document management systems have to offer can be challenging, especially if you haven’t dealt with similar solutions before.
To help you get started, let’s look at eight helpful tips you should consider.
Consider Your Needs
Before you start looking into the different education document management solutions that are available, it’s a good idea to have at least a basic understanding of what your needs are.
Sure, as you learn about the options, you might discover that some features you didn’t even know existed could be immensely helpful, but having some initial requirements can help sort through the options without the process getting overwhelming.
Schools have to manage thousands of documents, ensuring not only their security but also easy access to teachers and staff, so exploring how different solutions handle that is always a good decision.
Think About Ease-of-Use
The majority of users who will be operating the software daily will not be tech experts. Teachers and staff will need the system to be convenient in order to use it, as it won’t matter how powerful the features are if the teachers are simply not going to bother.
Teachers already have enough responsibilities not to have to worry about how to use the new document scanning service solution, so unless the process is simple and straightforward, it will be hard to get them on board.
And even when you find a simple-to-use solution, make sure to provide guidance and training so that people can confidently use the features knowing the best practices in each situation.
Make Sure It’s on the Cloud
Cloud technology is making its way into all parts of business and educational organizations, so it’s no surprise that it’s become a focal point of education document management as well.
With the help of cloud storage, you don’t have to worry about on-site server maintenance, as well as where to store them. Instead, everything is safely kept in a remote location, removing pressure from the on-site computer systems that can be used for more productive purposes.
What’s more, the information will be protected from something happening to it, as even if your servers got damaged, the vital documents wouldn’t be kept on them.
Finally, a cloud system will enable your staff to access documents wherever they might be. That can be helpful at a time where remote work and even remote teaching have become a necessity due to the COVID-19 pandemic.
Develop a Reliable Filing System
Even though education management software offers numerous powerful tools that can make your life easier, you still have to be proactive in making sure that you get the most out of what the system has to offer.
And one of the most critical aspects you should consider is having reliable methods for filing and sorting your documents.
That means that every time a document gets entered into a system, it must have specific key metadata identifiers assigned to it. This can include the department, the type of record, the person who generated it, the date, and even various tags that can help identify it.
Luckily, many of today’s solutions make the process simple and intuitive, offering suggestions for what needs to be filled in and maintaining a consistent format.
Keeping documents secure is a top priority for any learning institution. The records contain sensitive and personal data not only about the students but also the teachers and staff, not to mention financial data that can’t fall into the wrong hands.
Because of that, when considering your options, make sure to look into the security features that are offered. Compare a few options to decide which ones take the most steps to keep your records protected, and consider consulting with a professional that provides on-site document scanning services for advice.
Look into Document Versioning
In some institutions, having the ability to see multiple versions of a document at once is a vital functionality. Although not all educational institutions might need it, consider if having various versions of documents that can be edited by multiple people is something you would like to have.
When working on documents that need input from multiple people, having the ability to roll back the versions while keeping the latest one can be very beneficial.
Does It Track Student Performance?
Although you could use a more general-use document management system, it will probably lack some key features that are especially useful for schools.
For instance, the education management system will help track student performance, attendance, and spot various trends that will help you make more informed decisions.
You can also rely on a comprehensive education system to handle financial records in a way that remains in compliance while also making the process much simpler.
Finally, a good system must make the lives of teachers and staff easier. When a document needs to be signed, it can automatically inform them and allow signing it digitally, saving everyone a lot of trouble.
Make Sure You Go Fully Paperless
Storing paper documents has been an unavoidable reality schools just had to deal with. But with technology rapidly advancing, that is no longer the case.
Today, having a comprehensive document management system can help make the process of digitizing much easier. You will instantly have an organized way to file those documents, which will minimize the disruption that the process causes and ensure that school processes don’t suffer.
By consulting with an on-site document scanning services provider, you can gain more insights about how to organize the transition, freeing up a lot of space in your school that was taken up by countless filing cabinets.