Document Management Case Study.
Document Management for Stevenson College Edinburgh
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Document Manager improves workflow at Stevenson College. Stevenson College in Edinburgh is the fifth largest further education college in Scotland - providing courses in many areas ranging from accounting to child care.
The college, an established user of Infonic Attendance Manager software, has adopted Infonic's Document Management and Workflow solution.
Ending the paper chase
The college’s document management was entirely manual. Paper documents were stored in physical cabinets, backed up by a central archive room.
This system caused headaches when users had to retrieve data for student queries, auditors, the Funding Council, the Scottish Executive etc.... The college needed an automated document management system.
The college also needed to streamline its information life cycle management, to provide tighter control over how information entered the college, was stored, accessed, maintained, distributed to users and archived. The college’s accounts department also wanted to accelerate its invoice approval processes. It typically took two weeks for invoices to pass through several sets of hands. A reduction in this delay would improve supplier relationships.
Choosing Document Manager
The college invited five document management solutions companies to put in competitive tenders.
“Document Manager won the business through its breadth of functionality, coverage of all aspects of the information lifecycle, its GUI, ruggedness and scalability. We were particularly impressed with the workflow modules, Web usage enablement and ability to delegate control of folder hierarchies. Document Manager was the most cost-effective solution.” said Stevenson College Business Process Manager Ron Peacock.
Benefits of Document Manager
- Improved information lifecycle management
- Acceleration of invoice approvals and other processes
- Improved access to documents for all users
- Significant time savings for staff
- High scalability of system
- Improved responsiveness to government information requests
Acceleration of the invoice approvals process delivered “enormous savings in time and cost and improved relationships with suppliers.” said Ron Peacock.
The Document Manager solution
Used by colleges across the UK, Infonic’s Document Manager is a powerful, affordable document management system that centrally manages the flow of documents throughout Stevenson College.
Document Management dramatically improved the college’s information lifecycle management - capturing, indexing and storing all incoming documents and information, enabling staff to retrieve them more quickly.
Document Management helps the college process supplier invoices faster. The system notifies approvers when documents require attention, dramatically reducing approval times.
Document Managemer provides high levels of security. User access rights can be tailored to provide complete control over who has access to documents. The system is compliant with all freedom of information and data protection legislation.
Document Management has reduced the college’s paper storage and improved access to documents. Staff can now access all documents from their PC, or via the web and multiple users can review a document at one time.
Document Managemer is more than just a great software solution. It is backed by a team who deeply understand the education sector and who form ongoing partnerships with colleges to deliver excellence in document management.
