It’s no secret that schools use a lot of paper, and paper is easily lost. If you have spent too much time looking for forms and documents, or ended up losing them all together, you may have figured there has to be a better way to manage all of your school district’s paperwork. Luckily, there are tools out there that can allow you to easily reference all of your documents while keeping the information they hold safe and secure, and getting started is easier than you think. Follow us as we take a closer look at one of the most important tools that your district can implement right now.
What is EDMS?
An electronic document management system, or EDMS, is a technology system that allows you to create, edit, distribute and store all of your important documents and forms. Systems of this nature come in all shapes and sizes with varying levels of sophistication, from network folders on your district website to a sophisticated software like Script that allows for instant collaboration and communication between all of your people and processes.
Benefits of using EDMS
If you have decided to implement some form of EDMS into your district you have likely begun to see some of the benefits that come as a result. Let’s take a look at some of the most notable benefits and the positive impact they can have on your school.
Ease of Use
Filling out paper documents to be used in your district processes can become tedious. From finding the correct document (and making sure it is the most recent version), to printing it, filling it out, copying it, distributing it to the appropriate parties, and filing it correctly, this process can take a long time. Even more confusing may be referencing a document that had been filled out months or even years ago and may not even be stored on site.
Electronic document management systems allow school districts to create and fill out documents in a fraction of the time, as well as the ability to index these documents in a way that it is referenceable in seconds, meaning your teachers and administrators can take the time they had spent searching for lost forms and put it back into the classroom.
Even if you have worked out a successful filing system for all of your school’s paperwork, chances are those forms are taking up a ton of space. We have consulted with hundreds of schools over their paper usage and have seen everything from walls lined with filing cabinets to rooms and basements with the sole purpose of storing old documents. Have you ever thought what that space could be used for if all of those documents vanished into thin air (or a sophisticated cloud-based document management system)?
It can be easy to miss some of the indicators that your school is in over its head in paperwork. Check out our Top Five Signs Your School District is Drowning in Paper to get an idea on where your district stands.
District forms often hold confidential information belonging to your teachers, faculty, and students. Protecting this information is crucial, and the sad truth is that security cannot be added to paperwork. Implementing an electronic document management system into your school is the best way to ensure that the information is safe from both data corruption as well as unintended use.
Script offers schools the ability to protect their important information behind a 256-bit end-to-end encryption (256B E2E), the same technology used to protect most modern financial, military and government owned data, making it virtually impossible for sensitive information to get into the wrong hands.
Script offers an electronic document management system built for school administrators, by school administrators. The best part is, you don’t have to be a tech wizard to begin taking your district’s document management strategy into the 21st century. Creating electronic documents is easy, and we’ve even put together a Form Gallery that makes creating forms easy and ensures you compliance with the regulations regarding accessibility and data security. From there, index and reference your documents in any way you would like and find the right forms in seconds. You can even automate your forms and processes all in the same system.
Want to learn more about Script EDMS? Schedule a demo of Script today.