Chapman University

Admissions, business office, registrar's office, financial aid

Chapman University first selected ImageNow to provide efficiencies in the financial aid department. This low-cost, small-scale implementation gave Chapman administrators the ability to choose the timing and extent of ImageNow expansion to other departments. Users in advancement, the business office, registrar's office and admissions now benefit from ImageNow and WebNow features such as instant, single-click access to any document, any time, from any location.

This immediate document retrieval enables Chapman to provide students with their academic records in a timely manner, satisfying part of FERPA legislation. ImageNow security functionality such as assignable user- and drawer-level privileges assist the second part of Chapman's FERPA compliance initiative by limiting user access to confidential student information. ImageNow Fax Agent and ImageNow Mail Agent automatically route incoming faxes and e-mails directly into workflow, eliminating time-consuming manual tasks such as filing and photocopying, and reducing paper output.

The Challenge

• Confidential student information and irreplaceable records must be protected
• Valuable floor space is dominated by multiple file cabinets
• Manual retrieval of student records delays customer service
• Paper-based workflow inhibits productivity
• Find a flexible document management solution that is effective in multiple areas

The Results

• ImageNow security features assist FERPA compliance and secure copies of aging paper documents are stored in the ImageNow central repository
• Electronic document storage enables the removal of file cabinets
• Instant, single-click document access facilitates an immediate response to inquiries, eliminating call backs
• Incoming paperwork is automatically routed to the appropriate employee's workflow queue, ensuring timely processing
• ImageNow delivers time and cost savings campuswide