With more than fifty years of student records, employee files and other documents spread across campus in filing cabinets or as boxes of microfilm, Davidson County Community College recognized an opportunity to improve student service by reimagining how they collect, process and distribute information.
As each new semester was accompanied by piles of documents to process and file, many departments at Davidson County Community College were growing frustrated by the challenge of how to track and locate the information that students and employees need, in a timely and convenient manner. Files were sometimes temporarily misfiled or misplaced, while time-intensive processes proved cumbersome and responsible for causing delays in student service. As a result, DCCC chose to implement document imaging and a print customization solution, Serve by Softdocs.
These two new solutions greatly reduced the amount of paper accompanying each new semester, and immediately improved the institution’s ability to quickly locate needed information. Pulling formatted output from Ellucian Colleague through Serve to create and print account statements, checks, purchase orders and transcripts, DCCC glimpsed how reimagining common business processes could improve speed of student service and create new, time-saving efficiencies. Instead of having to generate paper purchase orders, DCCC gained the ability to send electronic copies through email. Purchase orders began to be submitted automatically to both DCCC’s receiving department and the originator of the purchase order.
Bryan McCullough, associate dean of student records and registrar, said he appreciated that Serve could be utilized to print attendance rosters through Ellucian Colleague, the school’s ERP. With continuing education courses using paper attendance rosters, this functionality had proven quite useful.
Donald Beck, director of information technology services, expressed that when DCCC began using Doc e Fill and Serve that their intent was to expand utilization throughout campus. After using these solutions in conjunction with a third-party document imaging solution for several years, DCCC decided it would be advantageous to consolidate to one ECM solution that would allow them to introduce more automation into their processes and further their expansion efforts.
Pleased with their already successful relationship with the Softdocs team and after researching several options, DCCC decided to proceed with a migration to Softdocs’ newest ECM platform, Etrieve. Another deciding factor was Etrieve’s ability to pull information from both stored documents and their ERP, prepopulate forms and then place forms into dynamic workflows. Based on these advantages, discovery was contracted and DCCC was live on Etrieve within six months.
In discussing the discovery process, Jennifer Starsick, director of operational accounting, remembered the thoroughness of the Softdocs representatives.
"It really makes you think about your processes and how you need to organize and manage those. They [Softdocs] ask a lot of detailed questions and at first you might be thinking ‘why do they need to know that?’ But it was all for a reason. It’s helped us be able to organize our documents and figure out our workflow processes."