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Feature Story

In this environment of ever-tightening budgets, staff reductions, and increased workloads, it’s more essential than ever for knowledge workers to gain efficiencies, doing their jobs faster but without sacrificing quality and accuracy. As burdensome as this sounds given the restraints on resources that impede these objectives, increasing productivity is entirely within reach. Transparent records management technology offers just this sort of opportunity.

Every department on campus is shouldering a heavy workload, but few would argue that Accounts Payable (AP) staff are especially burdened. After all, AP is one of those critical business tasks that spans all departments—every purchase and every invoice is funneled through AP. When mistakes and discrepancies occur, reconciling paperwork can require a lot of detective work. An efficient AP system can help the department—and the institution as a whole—achieve efficiencies, reduce costs, and conserve resources.

As college and university administrators find themselves spending less time tethered to their desks—and consequently, to their desktop or laptop computers—they are increasingly relying upon mobile devices like iPads and iPhones to stay connected and ensure their work is moving forward. Consider:

Imagine the life of a university or college records manager or compliance officer. Facing an almost uncountable number of federal and state document management requirements that grow more complex by the day, they’re somehow expected to stay on top of these regulations, and to ensure that every document accurately adheres to them. Any failure to do so puts a university system at a high risk of being out of compliance.

On any university or college campus, information is held in numerous content-related, department-specific applications. For example, HR likely has its own system that allows staff to easily access information through a primary portal; accounting may be set up the same way. And so it goes throughout the campus, with departments utilizing their own systems to conduct business.

“Colleges and universities are always looking for ways to be more efficient, and there are lots of strategies they’re employing,” says Bill Dillon, executive vice president of the National Association of College and University Business Officers (NACUBO). The membership organization, based in Washington, D.C., represents more than 2,500 colleges, universities and higher-education service providers.

Colleges and universities—awash in paper and digital documents, forms and files—are increasingly adopting technology to pull it all together, yielding big savings in time and money.