Budget-strapped State University turns to DataBank to
Go Paperless
and Stay within Tight Budget Constraints
Scanning student signature cards and transcripts and image-enabling the
State University’s
Student Information System
Business challenges
Having recently implemented a Student Information System, this State University needed to determine the best approach to load several rooms filled with file cabinets of paper student signature cards and transcripts. Due to state-wide budget shortfalls that affected funding for the Education system, capital expenses were cut and hiring more staff was not an option; lower cost options were the only alternative. Hearing how other school systems faced with a similar situation solved this problem and learning how DataBank helped them, they turned to DataBank to outsource their needs.
Challenges faced included:
- Virtually no budget money was available for this high priority project
- Current staff barely kept up with their daily workload
- Certainly using students to fill the need was possible, except for:
- the confidential nature of the documents and the need to adhere to FERPA regulations – Security and the protection of confidential information was of prime importance
- Hiring and training students to scan, index, and import images into their system would require expertise and guidance and still accuracy rates needed to reach 100%
- Capital expenses would be needed to purchase hardware and software, and operating expenditures would be incurred for maintenance agreements.
- Most of all – outsourced service costs had to be competitive and turnaround times needed to be assured.
So Why DataBank?
- DataBank’s document conversion track record of successes with other schools
- Time-tested and proven methodologies used within DataBank’s Production Centers produced superior accuracy and quality results
- DataBank’s SAS 70 Type II certification along the entire imaging processing chain, the investments made in a highly secure network, and the steps implemented to further ensure security gave the school the confidence that their information would be protected
- Reduced Cost - DataBank provided guidance on how the school could save even more by preparing their documents before sending them to DataBank’s Production Center.
Results Matter
Every deadline was made or beat; promised quality and accuracy were achieved, and all at a reduced cost to the University.
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