Universities can have thousands, even tens of thousands of students and applicants. Each individual represents a significant amount of paperwork. Every time a student applies for a class, completes a class or drops a class, documents happen. In the university system, action equals documents. Through sheer necessity university cloud document management systems have been developed to cope with this unimaginable amount of virtual paper handling.
With effective cloud storage, documents can be stored, retrieved, completed, stored again and retrieved as necessary by authorized users. Many processes are completed without the university ever having to print any paper. Electronic files are stored based on naming protocols and saving protocols so that files are retrievable through the web portal associated with the university.
Secure online management of administrative processes allows multiple users access to files. The majority of the digital files will be in portable document format, PDF, a format that is compatible with any computer system and readable by all authorized users. Sometimes the digital files are stationary and cannot be edited, while others are designed to be edited.
The situation created by all these data driven processes has been further complicated by online education. Each student in a class is given access to the web portal for that class. Within the portal students receive and complete assignments and communicate with other students and the professor. This creates more cloud storage.
Adobe, the makers of PDF software, have developed online cloud based software where users can sign documents electronically. This software can be integrated into a cloud management system. Each time a process can be completed online it saves the school time, money and frustration. The function of verifiable online signatures will grease the wheels of administrative processes.
The electronic file management system can serve other functions. Now schools are able to turn over rooms of hard copies for scanning by the company providing the management system. The new digital files are incorporated into the system appropriately and the paper files are shredded. Electronic storage of files is more secure than papers in file cabinet drawers.
Another function is intelligent data capture. This allows the university enterprise software to extract key data points, such as grades, student ID numbers, etc., and import the data into the enterprise system for future usage. Digital files that are no longer active can be archived. Storage is a very important function. With redundancies in place, there are back ups at least three deep. If one is lost due to some malfunction, the others are still intact. The necessity and the evolution of managing all these files and information in the cloud is the reality of today and tomorrow.
With effective cloud storage, documents can be stored, retrieved, completed, stored again and retrieved as necessary by authorized users. Many processes are completed without the university ever having to print any paper. Electronic files are stored based on naming protocols and saving protocols so that files are retrievable through the web portal associated with the university.
Secure online management of administrative processes allows multiple users access to files. The majority of the digital files will be in portable document format, PDF, a format that is compatible with any computer system and readable by all authorized users. Sometimes the digital files are stationary and cannot be edited, while others are designed to be edited.
The situation created by all these data driven processes has been further complicated by online education. Each student in a class is given access to the web portal for that class. Within the portal students receive and complete assignments and communicate with other students and the professor. This creates more cloud storage.
Adobe, the makers of PDF software, have developed online cloud based software where users can sign documents electronically. This software can be integrated into a cloud management system. Each time a process can be completed online it saves the school time, money and frustration. The function of verifiable online signatures will grease the wheels of administrative processes.
The electronic file management system can serve other functions. Now schools are able to turn over rooms of hard copies for scanning by the company providing the management system. The new digital files are incorporated into the system appropriately and the paper files are shredded. Electronic storage of files is more secure than papers in file cabinet drawers.
Another function is intelligent data capture. This allows the university enterprise software to extract key data points, such as grades, student ID numbers, etc., and import the data into the enterprise system for future usage. Digital files that are no longer active can be archived. Storage is a very important function. With redundancies in place, there are back ups at least three deep. If one is lost due to some malfunction, the others are still intact. The necessity and the evolution of managing all these files and information in the cloud is the reality of today and tomorrow.
About the Author:
Loris F. Anders is an office management specialist focused on optimizing workflow processes in document management. If you would like to learn more about Energy Cloud Document Management she recommends you check out www.docufree.com.
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