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The Benefits of Document Scanning for Schools, Colleges, and Universities

Educational Institutions are overloaded with paperwork, handling records for every student that has ever walked through the door. Document scanning can benefit schools and colleges immensely by eliminating the need for paper records.

When you think of businesses that handle a lot of paper work, what comes to mind? Hospitals, doctors’ offices, and banks may be the first you can think of, but there is another type of institution that you may be forgetting. Educational Institutions are overloaded with paperwork, handling applications, transcripts, student files, and medical records for every student that’s ever walked through the door. They also need to hold on to this information long after a student leaves or graduates. Imagine how quickly all of that paperwork piles up. This is why the benefits of document scanning for schools, colleges, and universities are huge.

In an age where education is more popular than ever, it is simply impossible to keep up with the growing volume of students on paper. It would be extremely challenging, or nearly impossible, for a high school with just 1,000 students to keep a physical track of every record for every student over a 10 year span. As time went on, they would run out of space. This would only become even more challenging for regional high schools that have more students, and imagine the space you would need to hold the records of every past and current student at a college!

Document scanning can benefit schools and colleges immensely by eliminating the need for paper records and protecting student records against physical damages that could be caused by a flood, fire, or other disasters. Electronic files allow for a much greater organization of student records, which allows for much quicker processing and retrieval of documents such as transcripts, financial requests, or applications. Without paper files, schools do not need to waste office or building space on massive filing cabinets. Instead, they can use this space for something more beneficial to the staff or students. This is why computers were invented after all, to save time, manpower, energy, and physical space.

Of course, it is also important that these documents are kept safe so that sensitive student information, such as medical records or parents’ financial standing, can be kept secure and private. Luckily, electronic filing systems can be implemented in a way that fully protects the private nature of any document (see Is Sensitive Information Safe for Document Scanning?).

Electronic filing systems are easy to teach staff members of any age, and these systems will save a great deal of time for guidance counselors and school administrators. The time that they used to spend organizing or finding files and hand writing records can now be spent on more important and fulfilling aspects of their jobs. With more time on their hands, they will also be able to better monitor the efficiency of their (now electronic) record keeping, and they may be able to go into greater detail then they were once able to. Overall, the benefits of document scanning on schools and universities will make the jobs of teachers and administrators easier, so that they can focus more on enriching the lives of their students.

If you would like to learn more about the document scanning services CTI can offer, feel free to contact us! We would be happy to help your school make the switch today.