Universities have several layers of administration. The student population often numbers in the thousands and sometimes tens of thousands. Every action taken by a student, from application for entry to obtaining financial aid generates paper and digital documents. The school is overburdened with managing and storing these mountains of paper and digital documents in a usable manner. University cloud document management systems are the solution to this data overload problem.
With effective cloud storage, documents can be stored, retrieved, completed, stored again and retrieved as necessary by authorized users. Many processes are completed without the university ever having to print any paper. Electronic files are stored based on naming protocols and saving protocols so that files are retrievable through the web portal associated with the university.
This process is secure online document management where multiple users access the same file for various reasons. Some of the files will be JPEGS, joint photographic experts group, but more often the files will be in PDF, portable document format. Some files are stationary and cannot be edited, while others are created for editing purposes.
The growing trend towards online education has created another layer of administration and document generation. Students access their assignments and eBooks through a web portal with a secure password. Everything done in the web portal will need back up and storage.
Adobe, the makers of PDF software, have developed online cloud based software where users can sign documents electronically. This software can be integrated into a cloud management system. Each time a process can be completed online it saves the school time, money and frustration. The function of verifiable online signatures will grease the wheels of administrative processes.
The cloud is a secure way to process, store and retrieve virtual paperwork. With millions of hard copy paper documents, the school needs to convert these to digital in a manner that allows retrieval as needed. The companies that manage these systems can complete this work for the school. Electronic documents stored in this manner are more secure than paper copies in unlocked file drawers.
A wonderful, high tech function is intelligent data capture. This function allows the school to extract data points from digital files and appropriately incorporate the data into their enterprise system to use as needed. File storage is crucial to the success of the system. The minimum for back up redundancies is three, but there will typically be more back ups. If one or two back ups are lost, a crisis is averted because other copies exist. Even if you do not understand the cloud, you are using it.
With effective cloud storage, documents can be stored, retrieved, completed, stored again and retrieved as necessary by authorized users. Many processes are completed without the university ever having to print any paper. Electronic files are stored based on naming protocols and saving protocols so that files are retrievable through the web portal associated with the university.
This process is secure online document management where multiple users access the same file for various reasons. Some of the files will be JPEGS, joint photographic experts group, but more often the files will be in PDF, portable document format. Some files are stationary and cannot be edited, while others are created for editing purposes.
The growing trend towards online education has created another layer of administration and document generation. Students access their assignments and eBooks through a web portal with a secure password. Everything done in the web portal will need back up and storage.
Adobe, the makers of PDF software, have developed online cloud based software where users can sign documents electronically. This software can be integrated into a cloud management system. Each time a process can be completed online it saves the school time, money and frustration. The function of verifiable online signatures will grease the wheels of administrative processes.
The cloud is a secure way to process, store and retrieve virtual paperwork. With millions of hard copy paper documents, the school needs to convert these to digital in a manner that allows retrieval as needed. The companies that manage these systems can complete this work for the school. Electronic documents stored in this manner are more secure than paper copies in unlocked file drawers.
A wonderful, high tech function is intelligent data capture. This function allows the school to extract data points from digital files and appropriately incorporate the data into their enterprise system to use as needed. File storage is crucial to the success of the system. The minimum for back up redundancies is three, but there will typically be more back ups. If one or two back ups are lost, a crisis is averted because other copies exist. Even if you do not understand the cloud, you are using it.
About the Author:
Loris F. Anders is an office management specialist focused on optimizing workflow processes in document management. If you would like to learn more about Energy Cloud Document Management she recommends you check out www.docufree.com.
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