Ryerson University’s Registration Services and Records Department ‘Enrolls’ Document Imaging Technology
Founded in 1948, Ryerson University is Canada’s leading centre of applied, professional education, offering more than 40 undergraduate and graduate programs, as well as Canada’s largest Continuing Education division.Located in downtown Toronto, Ontario, Ryerson University has more than 15,000 full-time students and more than 56,000 registrants in its Continuing Education Division, with student enrollment expected to rise by 20% over the next year.
With the high levels of student enrollment experienced at Ryerson University over the past few years, the number of transactions processed by their Registration Services and Records department has been staggering. And with every registration, course change, transcript request, graduation request, and a wide variety of other requests, being associated with a piece of paper, the Registration Services and Records department was slowly being squeezed out of its own office by the mountains of paper it was generating.
In addition to the physical storage issues caused by the sheer volumes of paper documents in the department, immediate access to and sharing of documents, to support student and staff inquiries, was presenting serious business challenges.
To enhance the level of customer service that it offers its students and staff and to increase the efficiency with which the Registration Services and Records staff can process incoming requests, Ryerson University engaged CDIT to design and implement a digital document imaging and management system that would provide instantaneous accessing to document images, directly from every workstation in the department.
Incoming documents are scanned, using high-speed, Fujitsu document scanners and Kofax Ascent Capture software. The digital images are then indexed with the student’s Ryerson Student Identification number and all other pertinent data is automatically retrieved from a Student database and automatically associated with the image. Other pertinent index information, such as document type, is also assigned to the image to increase the flexibility for searching for the document, after it has been saved to the document management system. Following scanning and indexing, images and index information are released to a document management system for secure storage and management.
To enhance the level of customer service that it offers its students and staff and to increase the efficiency with which the Registration and Records staff can process incoming requests, Ryerson University engaged CDIT to design and implement a digital document imaging and management system that would provide instantaneous accessing to document images, directly from every workstation in the department.
Now, when Registration Services and Records staff require a document to support a student or staff inquiry, it is immediately accessible, through a simple document search and retrieval interface. And because each student’s documents are stored and managed in an “electronic folder”, Registration Services and Records staff can not only retrieve single documents, but they can also retrieve all of the students documents, creating a full picture of all of the student’s activity.
In addition to addressing the documents that have been generated since the imaging system has been implemented, the Registration Services and Records department has also undertaken a massive conversion effort to scan all of the documents in its back file collection to the new system, making every document in the department accessible electronically.
With the implementation of the new document imaging and management system, each Registration Services and Records staff member now has instantaneous access to student records. This allows each staff member to respond to a student or staff member inquiry without delay, providing a superior level of customer service unavailable under the old paper-based system.
Additionally, the ability to search and retrieve student records electronically has greatly reduced the need for paper document storage in the Registration Services and Records department.