Small Midwestern College Relies on DataBank to Image-Enable their Hershey Singularity Document Management Software
This small Midwestern school, with an enrollment reaching 1000 students, realized that operating efficiency was key to continued growth and critical to their ability to focus on students. They knew that as a part of being more efficient, paper-centric processes would prove to continue to be a bottleneck. Additionally, their paper files were taking up valuable office space.
They sought a solution that would improve the security of these sensitive documents, provide for disaster recovery and have their documents readily available and quickly retrievable.
Learning of DataBank’s experience in providing paperless solutions to the Education market, they invited us to discuss how we could integrate imaging into their newly acquired Hershey Singularity software.
Within a few weeks and after evaluating other approaches, they selected DataBank to scan, index and upload images and metadata directly into Singularity. In evaluating DataBank, they contacted several of our existing customers within the Midwest and the response was the same in all cases – DataBank’s services were not only cost-effective but we produced exceptionally high quality and accurate results
Over 1,000,000 stored paper documents were digitized and indexed for several departments including documents in:
- Admissions
- Financial Aid
- Clinical Files in their Health Department
- Student Records in the Registrar’s Office
To further reduce their costs, DataBank provided an electronic solution by backfile scanning of more recent records while offering DataBank’s Image-on-Demand service for older records.
With our Image-On-Demand service,
- DataBank picks up files that are needed infrequently,
- Inventories and categorizes them, and
- Stores these older documents at our secure production center.
As documents are needed,
- DataBank quickly retrieves the paper documents,
- Digitizes them and
- Transfers electronic images and data over our private WAN network where software is used to encrypt and securely transport the information directly to our clients and into their document management solution.
All within a matter of a few minutes
DataBank’s proposal proved to be well within their budget. But equally important was DataBank’s attention to security and protection of the confidential information contained in their files as well as our experience in ensuring compliance to HIPAA and FERPA regulations.
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