At a high level, most organizations and businesses need a reliable document management system. Efficient document management is critical for streamlining operations in education systems. While paper-based management dominated the past, digital transformation has paved the way for online document storage, automated workflows, and cloud-based tools. Yet, many institutions struggle to modernize, causing inefficiencies that hinder progress.

This guide will explore how advanced document management can transform your institution’s operations, improve efficiency, and foster a better student experience.

What Is Document Management In Education?

Document management refers to any plan or strategy for creating, storing, sharing, and organizing online documents and files. Most industries, including higher education, need stable document management systems to move and share files from one responsible party to the next. 

For organizations (including schools) that haven’t modernized business processes, document management can lead to frustrations and workplace bottlenecks. These issues happen when the right individuals can’t gain access to relevant documents. Problems also occur when the management process is out of date with how quickly information needs to be maintained and updated. 

Within today's fast-paced digital world, paper records rarely satisfy the need for new administrative processes.

In a higher ed context, these problems may contribute to student frustration, lost enrollments, and fading excitement in a particular college or university.

Online Document Security

When carried out online, document management not only needs to be efficient, but it also has to offer a broad range of security benefits. Document security protects both the organization and the individual who is sharing (and entrusting) personal and important data.

For college admissions officers, document security can build and establish confidence with incoming students and families. This is particularly true when the information that’s being shared through applications and other documents is private or financial in nature.

Benefits Of Document Management For Education

Improved Efficiency and Productivity

With a modern document management system, repetitive tasks like data entry and file organization can be automated. Admissions officers no longer need to sift through piles of paperwork or manage scattered digital files, allowing them to focus on strategic initiatives such as student outreach and engagement.

Cost-Effectiveness

Outdated processes can be expensive, whether it’s the cost of physical storage, manual labor, or errors resulting from disorganization. Digital document systems eliminate many of these inefficiencies, resulting in both direct savings and better allocation of resources.

Enhanced Security and Compliance

Higher education institutions handle sensitive data daily, from financial records to personal student details. A robust document management system ensures that this information is stored securely, complies with regulations like FERPA, and builds trust with students and their families.

Features Of An Effective Document Management System For Education

Streamlining your school’s document creation and management processes should be part of a comprehensive digital transformation journey. The digital process should involve modernizing systems, choosing secure platforms, and putting proactive plans in place. 

When selecting a document management tool that works for your college or university, always think about the long-term features that are most important to growth.

• Digitized record keeping for multiple offices and departments (including admissions)
• Sustainable solutions that are simple enough to teach and duplicate
• Automated steps and workflows that remove tedious steps
• Document integration with other tools and platforms (such as a CRM)
• Security and compliance features that provide peace of mind

Common Document Management Pain Points in Higher Education

Many of the issues that plague other large businesses or corporations are also prevalent in a higher education setting. Incoming students may have several touchpoints with multiple departments before they enroll. If these offices aren’t communicating with one another and lack basic document management best practices, it’s the student experience that pays the price.

At the end of the day, schools that have modernized document processes can increase the odds that students will enroll and persist. To help your team avoid key problems and make important corrections to document policies, we’ve compiled a quick list at the top document management frustrations in higher ed. 

Problems with Data Syncing

In higher education, a particular document (such as an admissions application, financial aid document, or enrollment paperwork) may get passed back and forth between multiple individuals before it is finalized. Each time an update occurs, it’s ideal to keep those updates in one central location, or within a master file.

Syncing issues occur when a school’s processes cannot handle multiple versions of the same document. In these scenarios, students may even end up with more than one record, even though all of the documents belong to the same person or to a single source. 

To avoid syncing issues, universities must implement a document management system that can keep up with real-time updates, document syncing, and variations in student records. 

Inefficient Programs and Processes

One of the most common issues with document sharing is that the responsible parties all have different versions of what to do. Unless everyone’s basic processes are in alignment, you may end up with wildly different ideas on how to best manage new documents, applications, and student submissions.

The way to solve this issue is through in-depth communication, onboarding, and training. Clearly define your school’s document programs, and ensure that everyone uses them in similar ways. By doing so, you can reduce staff confusion and ensure that newly edited documents aren’t created in error or by negligence. 

Data Silos

A data silo takes place when certain usable data is kept from a department or individual person that relies on that information to fulfill a role or responsibility. 

For example, imagine that a recruiter receives a student interest form at a college event or recruitment fair. The recruiter then needs to pass that information along to an admissions officer to take next steps, but for some reason, the student’s contact info never reaches an admissions staff member.

In this example, the data is “siloed” or kept hidden in error. This prevents the admissions team from acting in a way that helps a prospective student enroll. Data silos can be damaging to any industry that operates with multiple departments working together. Unfortunately, siloed documents can prevent students and families from having an ideal enrollment experience. 

Document Backlogs

When documents are backlogged, it’s a clear sign that the document workflow processes aren’t working as they should. Once completed or submitted, higher ed documents need to flow up the chain or through a specific process.

When documents are backed up, they often get stuck at one particular stop along the way and never reach the next destination. Preventing backlogs is not just a matter of having the best document tools and technologies, but it also involves having an appropriate number of qualified staff who can assist during high-traffic times. 

For example, it’s likely that during application seasons, an admissions team is busier than usual throughout the rest of the year. Workflow processes must be in place so that a significant number of applications can be received, processed, and eventually approved with an offer of admission.

How to Implement a Document Management Solution

Getting new students in the door is one of the primary responsibilities of admissions teams. These goals, no matter how critical they are, are difficult to reach without a streamlined approach. Element451 makes the admissions document management process easier, so that your team can focus on creating excellent connections with new students.

Element451 checks all of the boxes when it comes to moving applications forward. Manual administrative work and tedious back-and-forth document sharing becomes a thing of the past when you have an automated platform that works in your favor. Without having to wrangle separate documents for each individual student, you can devote time and resources to big-picture processes that better represent your school’s brand and mission. 

Streamline Your School’s Operations With Element451

Modern admissions processes should be personalized to your school’s unique student population and target market. When you have a clear understanding of the students you’re serving, it becomes even easier to build processes that truly benefit them.

Investing in your admissions and document management processes can create long-term benefits and far-reaching effects. Just imagine how more organization and better communication could help your team exceed enrollment goals, offer better experiences to students, and improve the future outlook of your college or university team.

Book your Element451 demo now to learn how personalized student engagement tools can allow your university to grow by reaching the next generation of students.

Frequently Asked Questions (FAQs):

How can document management systems help with accreditation processes?

Accreditation requires detailed documentation to demonstrate compliance with educational standards. A streamlined system ensures all necessary files are organized, accessible, and up-to-date, making the process faster and less stressful.

What is the cost of implementing a document management system in schools?

Costs vary depending on factors like system complexity, implementation scale, and licensing fees. However, the long-term savings in efficiency and reduced errors often outweigh initial investments.