How technology makes document organization more strategic in schools
The end of the year is approaching is also synonymous with volume of documents increasing. This is the reality of educational institutions and, in this specific period, it deserves redoubled attention. If we draw an analogy, within a school, if the classroom is like the heart, the secretariat would be the institution's brain. This is because it is through it that important information passes, is separated, catalogued and stored, thus helping the proper administrative and pedagogical functioning.
The amount of documents to manage is quite high, especially when the format adopted is not digital. Manually filing documents is a traditional practice, but with the advent of the pandemic and restrictions such as social distancing and remote work, the need for modernize processes and implement strategies for better use of both space and personnel.Facilitating access to information became a rule and if it was already essential to have rigor with the organization, now the management of paperwork must be assertive, agile and optimized. Do you want to discover how technology can help streamline and optimize document organization processes within schools? Read on and check it out.
Technology and the school environment
Since the beginning of the pandemic, we have seen the growth in the use of technology in schools, especially in classrooms, but not just in that space where it became necessary. In addition to remote learning, the use of document management technology It was and still is a big issue, which, given its importance, is even addressed by the MEC in some ordinances. The school secretaries already perform many administrative and public service functions and, sometimes, it is also the one who manages the documents requested from students. But is it that with a high volume of printed documents to separate, catalog, archive and manage, there are no overloads that directly impact the quality of the service provided? The need to systematize the numerous administrative information and student documents is increasingly present for a intelligent data search and work optimization, always taking care of the particularities of each document. There are specific recommendations for each type of document in Temporality table from the National Archives, which classifies which documents must be physically kept and for what period. But that doesn't mean they shouldn't be available online, making it easier to access important information more quickly. Digital storage then became the best way to deposit school files, but as stated in one of the articles here on the blog, there are Differences between digital and scanned files. It's not enough to scan, you need to know where and how to easily find documents. Therefore, the use of software from management and automation for the control of various sectors of the school, they are an excellent solution for managing information in a more strategic way.
Stacks and piles of paper documents? Optimize!
Stacks and piles of papers, regulations, permits, school transcript, accountability, and enrollment certificates are undoubtedly a challenge when physically managed. Staff wear and tear and time spent on storage can cause numerous damages to the efficiency of the Secretariat. Imagine that a student wants to request a transfer and to do so they must have access to documents such as history and data that are stored in a specific room at the institution. But how many other identical files from other students, including similar names, can there be in this case? The use of technologies such as digital signature and online document management It brings a great advantage in situations like this, since the employee has the possibility of Find documents in less time, send to the student by e-mail using digital signature and identification and the latter, you can proceed with the procedures with the new institution without delays or losses. The higher the level of organization, the faster this process will be resolved with less damage to the student's academic life thanks to the assertive integration of the school with technology.
A better Enrollment and Remenrollment experience
One of the great villains in the school-client relationship is the dissatisfaction with the time of the processes and the effort to resolve bureaucratic tasks, such as the formalization of enrollment and reenrollment contracts. Collecting documents such as manual signatures from parents, printed documents taken in person, generates, not only paper accumulation How much Waste of time within institutions. In addition, this period mobilizes the entire chain of operation, from the board of directors to the secretariat. An employee body overwhelmed with manual document management processes at a competitive time like this time makes the environment prone to failures and can negatively impact the customer experience, causing student and parent dissatisfaction. The use of digital signature to improve the flow of actions to be taken by parents and the institution may be a decisive point for Reduce dissatisfaction, since the process becomes virtual, avoiding queues, discomfort with travel, in addition to Agility gain.Offering such a solution demonstrates professionalism and concern for the customer's convenience, which Minimizes the dropout rate, bringing a better experience to both sides.
A good organization also has an impact on security
Disorganization is a major problem in the functioning of any work environment, but when we think about the school environment specifically, it takes on an unprecedented proportion. The need to catalog important information in a secure manner is essential, since school files store sensitive data - both of the institution and employees and of the students. Number of documents, certificates, addresses, teacher and employee contracts, and so much other information that, in the event of loss, could cause problems, both due to the rework and the possibility of the misuse of this information by third parties. Having a good management of permissions and access is the guarantee that the information will only arrive in proper hands. Without a shadow of a doubt, the best way to manage is to rely on technology to assist in this process. Want a practical example? With the solution Clicksign Integration, it is possible to mirror our platform by integrating it into the interface of your own site. In addition, if you have School Management Software, our functionalities are compatible with the system, allowing both programs to work simultaneously. A successful example is The Bandeirantes College case, which, using the Clicksign platform for Electronic Signature in the enrollment and document management process, experienced not only a reduction in processes but also super positive feedback from students' parents. In other words, it improves the customer experience, simplifies processes and increases security all at once. With Clicksign solutions you keep your secure database and with the guarantee of confidentiality, both for the institution, employees and clients, achieving the best result for both parties. Are you interested in delving deeper into the subject? Check out more posts on our blog for tips and information that facilitate the activities of a school enterprise!
