DocuWare > Case Studies > Tompkins Cortland Community College Streamlines Operations with DocuWare

Tompkins Cortland Community College Streamlines Operations with DocuWare

Customer Company Size

Large Corporate

Region

America

Country

United States

Product

DocuWare

Tech Stack

Document Management System

Implementation Scale

Enterprise-wide Deployment

Impact Metrics

Productivity Improvements
Customer Satisfaction
Cost Savings

Technology Category

Application Infrastructure & Middleware - Data Exchange & Integration

Applicable Industries

Education

Applicable Functions

Business Operation

Services

System Integration

About The Customer

Tompkins Cortland Community College is part of the State University of New York (SUNY). The college offers 38 associate degree programs and serves 3,000 students. The college's two most important student documents are the student folder and permanent record card. The student folder is a set of paper documents including registration forms, a certificate of residency, high school transcripts, financial aid information, letters of admission and grades. This folder is frequently accessed by the staff to assist current students. The permanent student record card is a document that lists courses, grades and awarded degrees for each student that attended the college prior to 1997.

The Challenge

Tompkins Cortland Community College, part of the State University of New York (SUNY), was facing challenges with their paper-based student file system. The college's two most important student documents, the student folder and permanent record card, were physically stored and could only be accessed by one person or department at a time. This led to inefficiencies as staff members from various departments had to physically retrieve the folder from the last department who had referenced it. The college had previously digitized all 40,000 of their permanent record cards, but the system used was outdated and no longer met their needs. They needed a non-proprietary, flexible system to store all documents digitally and provide seamless access to all staff members involved in a process.

The Solution

The college implemented DocuWare, a document management system, to digitize and store all student documents. With four scanning stations, over 100 staff members use the solution. Information is digitized as it is received using the student number as a match code to automatically fill in the remaining index fields. Permanent record card images were migrated into the new solution, eliminating the college’s dependency on an archaic system. DocuWare use has been expanded throughout the campus. The Registrar’s and Admission’s offices now securely digitize student information as it is received, resulting in better workflow processes and allowing these offices to provide up-to-the-minute information to other departments. The Dean’s office, Board of Trustees, Library and Learning Resource Centers are also using the solution.

Operational Impact

Staff members now have immediate access to the information they need to help students.
Retrieval time has been reduced from 10-15 minutes to just seconds.
The ability to reply to student inquiries so much faster has not only led to a better student experience, it has also increased job satisfaction for staff and faculty.
The college was able to handle increased student enrollment without the cost of adding more administrative staff.
DocuWare solutions also ensure that the college is compliant with state records retention regulations and FERPA requirements.

Quantitative Benefit

Student enrollment grew by 40% over the past few years.
The college was named number one in the nation for deploying technology to streamline operations and better serve their students.