Document Management System How PMI Online is benefitting from a digital filing system

Purpose Running out of space for files? One of the major reasons to use the document management system is to limit the amount of paper and space used by physical files DMS saves space on campus AND at file storage facilities!

Use of DMS From this! To this! Online Education began using the system on. July 1, 2013 for all academic files. We now have 311 student academic files which are completely electronic. The Tucson Nursing Program is also using the Document Management System to store academic files. Though this program is not physically located at the Tucson campus, DMS allows the campus to have a copy of the academic file and for the Nursing Program to maintain a full student file as well. This helps meet the requirements for both ABHES and Nursing Board accreditation To this!

Security DMS files are secure yet easily accessible because no one needs to track down keys for the filing cabinets in which they’re stored. Access to files is limited and password-protected.

Benefits Files are accessible from any computer, by any employee who has the proper credentials. Files follow a student through their PMI journey. This means no more pulling a file from a storage facility just to find that we never received the documentation. Files can’t be lost! No more searching for files because they’re all in one place. Information is easily shared between campuses, eliminating worries about compliance for transfer students DMS automatically and instantly syncs with CampusVue, thus keeping information current. Sending students a requested document is as simple as saving and emailing! File creation and auditing is simple. Each document is saved separately – no more searching through a whole file for one page!

Plus the supplies, space, and manpower required for physical files. The Bottom Line From July 1, 2013 to January 8, 2014 the Online Education team had 311 students enroll and start various programs. Based on 311 students, each with one classification file folder, one 18-page Enrollment Agreement and a label for the student’s name PMI Online has saved…$638.29 in less than six months. This doesn’t include the additional paper used to create the file, toner used to print the record, the cabinet and space required to house the file, and the manpower required to create and organize the physical file. $638.29 Saved! Plus the supplies, space, and manpower required for physical files.