By understanding more about the use of content in your school system, you can ensure you select a content management system that is easy for your teams to use and offers the level of comprehensive data security required. Our trusted team at Imaging Office Systems has helped companies across the country select content management technology for use in their offices. In this latest post, we’ll delve more into content management, as we highlight the top five questions regarding content management in K-12 schools.
1. Do You Use a Common SIS System for Grades and Employee Records?
If you have an SIS system in place for managing the grades of students and employee records, it’s important you consider the value that an integrated content management system like FileBound can provide. Content management tools help you to disseminate data more effectively across teams around the county. For example, you might face an issue when a student requires information from their records stored within your SIS. An integrated content management solution will allow you to quickly source the data and then respond to the request promptly.
2. Are You Still Processing Forms Using People and Paper?
Unfortunately, many schools are still using systems that rely heavily on people and paper rather than technology. They make the mistake of believing that paper copies of documents are more secure than digital copies and that people can be trusted to provide the data required faster and more effectively than software.
The leading systems are now bringing together data in various formats from across the school system and combining it within a hub that is easy to use, and the data can be quickly located and validated. Using content management tools, school teams can work together on projects, adding notes where required and ensuring that data is maintained up-to-the-minute.
3. Are You Storing Paper Files for Records Retention?
Paper files kept in locked storage units are often used in schools that have relied on this form of records retention for decades. Many school administrators maintain that this process is more affordable than using a software solution for the storage and management of student records. While this might be true in the short term, the long-term costs are high. You have to pay for the hours your administration team takes to find the information they need. You also have to pay more to store the paper copies, whether in rented space or in wasted office square footage. That adds thousands of dollars to school costs compared to digital content management solutions.
4. Is Certified and Non-Certified Staff Onboarding an Ongoing Concern for HR?
Staff onboarding processes can take time when the process of bringing new staff into the team is not documented. When using the hard copies of documents, security is a primary concern.
Using content management technology, you’ll know immediately when documents have been altered. You’ll also know who made the changes and whether these changes have impacted the document. Simply having access to this level of technology can ensure you train qualified employees who know how to use the data within the system securely. It will also give new hires the power to take control over the working process so that they work more efficiently for your organization.
5. Does the Business Office Still Track Expenses Using a Paper Workflow?
Many business offices use paper for their expenses. That used to be the easiest way to keep track of expenditures when calculators were the most powerful technology available to the accounting team. Now, with new content management options such as FileBound in the marketplace, you can ensure that expenses are monitored and maintained digitally.
You can give stakeholders secure access to information, and new software allows you to make clear comparisons between individual spending activity compared with previous periods. Not only is this information essential to running the organization cost-effectively, but it can also be used to mitigate over-spending on non-essential items.
Working with a qualified content management technology leader can help ensure your company has access to the tools required to manage its operations over the long term. Our team has decades of experience in this industry, and we can help address the challenges your company faces in adopting a new content management solution. To explore the full range of options in the marketplace, call Imaging Office Systems today.
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- Why Schools Aren’t Just Teaching: Learning Why It’s Important to use a Document Management System
- Why schools are looking to SIS integration for digital transformation
- Wichita Public Schools - Capitalizing on extended data management capabilities