Applications forms represent a challenging business processes within higher education. The application process must be available to all students, both in electronic and paper form, and each application must be reviewed to ensure receipt of all  required  documents.  Frequently, the submitted applications are incomplete and require that students be contacted for more information. Each application marks the start of a new student record at the educational institution to which the student has applied. During the life cycle of this record, various departments, including registrar, financial aid, academic advisement, athletics, honors programs, and alumni relations may require access to it and may add new files. And this record can include a variety of documents in addition to the application, such as transcripts, exam scores, letters of recommendation, student records, tax forms, financial aid requests, and other supplemental materials.

Imagine being in charge of a university admissions office. You receive 10 or 20 large bags of paper mail containing applications, transcripts and  other documentation from thousands of applicants—and you must organize and evaluate that vast volume in less than two months.  How does an institution manage these important files? How can they be made accessible to other departments without being lost or misplaced? What can an organization or department do to address concerns associated with the storage and retention of paper?

Implementing content capture and business process management with TeleForm and LiquidOffice to enable education institutions to effectively and efficiently streamline the handling of admissions and other forms.  Together they can integrate paper scanning, electronic forms and to automated your custom process while exporting the resulting data to document management. As a result, there’s no more missing or misfiled folders, no wasted labour and no piles of folders to manage.  The digital assets of the institute can be automatically routed, approved and tracked.

By converting all student applications into electronic files, educational institutions can create a digital student record of each file and archive all the digital assets into MaxxVault Document Management System that stores electronic files and makes them accessible to multiple departments and individuals who are authorized to access the information, and helps staff to manage the various documents effectively. In addition to reducing approval cycles, digital student records are instantly accessible by other departments, which reduces costs and potential errors resulting from the manual filing and routing of student files. MaxxVault Document Management System allows your organization to store all of your documents and related information in a single, central electronic storage repository. It allows departments and organizations to become truly paperless. Original paper documents can be imaged and added to the repository, verified for accuracy and readability, and indexed for easy retrieval. Email, faxes, reports, transcripts and other electronic documents can be processed directly into the same system and all related documents grouped together to create a total electronic student file to simplify retrieval, communication and processing.