Document Management
Records and content management, digitization and workflow automation for paper-heavy processes.
Taking a polytechnic’s student records out of the filing room
Ardmoor Polytechnic kept academic records in filing rooms on two campuses. We digitized the archive, built a student portal for transcript requests and approvals, and trained the registry team to run it.
- Client
- Ardmoor Polytechnic
- A fictional polytechnic with around 9,000 students across two campuses.
- Sector
- Education
Results
The numbers that moved
- pages digitized and indexed from the two campus archives
- 420,000
- average time to issue a transcript, before and after
- 10 to 2 days
- fewer in-person registry visits for transcript requests
- 70%
Challenge
What was in the way
Ardmoor Polytechnic has around 9,000 students across two campuses, and its academic records lived in filing rooms at each one. A transcript request meant a student travelling to the registry, a clerk finding the file and a signature from a registrar who might be on the other campus.
Staff spent much of their week locating and moving paper, and the records themselves were at risk from damage and loss.
Approach
How we worked
We began by mapping how a transcript request moved through the institution, from application to collection. We then digitized the archive in priority order, indexing each record so it could be found by student number, programme and year.
On top of the records we built a student portal where students apply, pay fees and track a request, and a workflow that routes each one to the right staff for review and approval with a full audit trail. Registry staff were trained on their own processes, and a train-the-trainer session now covers new joiners.
Outcome
What changed
Students request transcripts from their phones and follow progress without visiting the registry. Approvals that once waited in trays move through a defined workflow, and every view or change to a record is logged.
Registry staff now spend their time on exceptions rather than retrieval, and the polytechnic has begun to release storage space once used for files.
Services involved
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