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Troy, AL City Schools
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The
student records department at the Troy, AL. Department
of Education, was looking for a way to archive their
student records, and at the same time make them more
easily available to their employees.
They had over 50,000 student files, with the
average file being 10 to 15 pages.
The staff is required to give other institutions
continuous access to these student documents for copying
and transmitting of student records.
CIMSgts designed a solution that would
handle the volume of files to be entered into the system
and give them the ability to access all of the
information as required. The front end of the system
gives the Troy DOE employees the ability to scan in the
student records, index them and pass this information
into a document management application. CIMSgts
customized the document management application to meet
the specific needs of the users and provides them with
the ability to access and manage all of the student
information.
The staff will now be able to retrieve a
document, and then send it to the requesting institution
by: fax, email, or hardcopy, all without leaving their
desk. This changed the dynamics of the business office
by having the student records easily available and
eliminating the hours of time, that used to be required
to find this information.
This custom solution was built using the OnBase
Document Management System from Hyland Software and the
Kofax Ascent Capture scanning software.
CIMSgts provided a complete turnkey system
with all software and hardware including servers,
scanners and workstations, installation services, and
training.
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