Your School’s Need:
Any school, K-12 and the university alike, battles the demands of an ever-growing student body. Every year a bounty of new students is admitted to your school, and their records grow, requiring proper maintenance and review throughout the span of their attendance. After a student graduates or leaves your school their records, according to the Family Education Rights and Privacy Act (FERPA), must be stored indefinitely. Not only that, but in order to maintain your school’s prestige and attract the best students possible, it is crucial to be able to provide impeccable student, parent and alumni relations; which includes, but is not limited to, being able to retrieve their records on demand. MaxxVault Enterprise can help your school handle the ever growing administrative burden of student records, and leave your staff more time and space to do what they are most passionate about – teaching and aiding their students.
The Return:
Streamlined Business Process and Workflow: Your admissions, financial aid, transcripts and billing department have a tremendous amount of information coursing through their offices, and often times they have very strict time frames in which all student documents must be processed. With MaxxVault, the time and labor intensive process of admitting one student with paper-based operations can be done in minutes digitally. With all student documents managed in MaxxVault, there can be simultaneous multi-department usage of one record. Furthermore, reporting tools within the program allow your administrative users to easily check status on all workflow processes and identify bottlenecks within any of the document processing departments of your campus. Your grammar school, high school or university will be able to process their current student body and in-coming class’ documents much easier with the help of MaxxVault Enterprise.
Quick and Easy Access to Data: The need to maintain your school’s documents goes well beyond maintaining student records. You school or campus has its own human resource records, board meeting minutes, campus police records, library and accounting department files that also need to be managed, secured and yet easily accessible. Using MaxxVault Enterprise as a central repository for your school’s documents gives everybody at your campus the immediate access they need to important information. In order to update your campus from its paper-based records management system, MaxxVault supports industry standard scanners, multiple options for automated indexing of documents, easy import of all digital files in their native formats and seamless integration with all legacy programs. Having all of your documents stored and maintained in MaxxVault allows for easy collaboration within your campus as all authorized staff can have immediate access to private information that in the past may have required campus mail for delivery. The document request, check-out and delivery procedure is replaced by electronic security profiles, document and user audit trails and instant access from any web-enabled computer. No longer will your administrative team need to waste hours of their day digging through file cabinets for a transcript, record or signed document; with MaxxVault all needed information will be at their disposal. Your campus will recognize a tremendous saving in your staff’s time. Using MaxxVault as your central repository for documents will reduce the need of physical space for documents. Your saved space can be converted into classrooms, meeting rooms and office space.
Better Implementation of Policies and Regulations: Meeting FERPA record retention requirements compels your school to keep all student records, transcripts and correspondence indefinitely; while assuring student privacy and confidentiality. MaxxVault can help your school stay in compliance with this daunting regulation by keeping all student files, regardless of age, clicks away from being partially or completely accessible to administrative staff, based on their authorization. Only having a paper-file of these records would require an administrative clerk to dig through years of documents for an old transcript. Moreover, older paper documents are often stored in separate storage facilities off site, which could take days to retrieve, copy and send – an expensive process. With MaxxVault, a past alumnus could call at any time and have their records sent to them instantly via email! Being able to adhere to all government policies and regulations is not a choice for your school, but with MaxxVault it won’t require any more time than the click of a mouse!
Get on board!
When your school implements MaxxVault as their document management solution, they are launching into a future that allows more focus on their students’ needs with less time and expense spent on administrative record maintenance. MaxxVault Enterprise is the key to a more streamline admissions process and will help tremendously with your annual record updating needs. MaxxVault will keep all needed staff, student and alumni records within easy grasp for authorized users. MaxxVault can help your school comply with ever changing educational institution policies and laws. Most importantly, with MaxxVault, your school is helping their campus prepare for future growth by easily and efficiently taking care of its document management needs of the past and present.
MaxxVault will help your educational institution manage these documents and more:
|
|