Suffolk University

Registrar, admissions

Administrators at Suffolk University faced a choice — either purchase fireproof cabinets to protect hard copies of student records and more office space to accommodate them or search for an electronic document management system. They chose the latter, and after evaluating several products, selected ImageNow document management, imaging and workflow for use in the registrar's and admissions offices.

Using patented LearnMode technology, ImageNow seamlessly integrated with Suffolk's Datatel Colleague system and a proprietary student ID database, without programming. Integration creates a link between documents stored in ImageNow and host system records, enabling Suffolk users to immediately retrieve the supporting documents they need to complete business tasks.

ImageNow elevated productivity at Suffolk by eliminating photocopying, hard copy retrieval and other manual tasks. Collecting student records, applications and other documents in the central ImageNow repository removes the risk of document loss associated with retaining paper folders.

The Challenge

• Host system integration without altering business processes
• Manually processing student records is inefficient
• Storage rooms are overloaded with file cabinets
• Finding a document management application that can be deployed on a small scale and later extended to other departments

The Results

• Seamless, noninvasive integration with Datatel Colleague and student ID database
• Reduction in manual tasks boosts productivity
• Electronically storing documentation reduces storage overheads
• Cost-effective implementation in two departments with unlimited expansion potential