Admissions offices at schools and universities can often be the most hectic place in the entire campus. Handling, processing and distributing a huge volume of documents is a necessary part of any admissions officer’s job description. Hundreds of important documents, such as transcripts and confidential recommendation forms, can come streaming in on a single day, and document workflow management is of utmost importance. However, administrative work at educational institutions like the admissions process are often governed by very strict budgets and therefore may not have sophisticated systems to store, organize and make documents accessible for a prolonged period of time.
That is why Samsung Printing Solutions may be the perfect fit for your institution’s admissions office. With a hypothetical example of Mr. Draudt, a registrar at a state university, we will walk you through how Samsung can alleviate unnecessary budgetary concerns, streamline work flows and keep everything organized by providing a centralized and integrated document management system.
Enhance efficiency by automating document workflow
It is the admissions period again, and Mr. Draudt and his colleagues at the admissions office are overwhelmed with applications and related documents pouring in on a daily basis. They find, however, this round of application period to be much less stressful than the previous one, thanks to Samsung’s automated workflow solutions they implemented few months ago. Previously, the hard copy documents were required to be digitized to soft copies and manually be saved to appropriate database and folders for future reference. With Samsung, most of these once time-consuming tasks are now automated, thus ensuring accuracy and saving valuable time and resources.
For example, Samsung’s Business CoreTM Printing Solutions (BCPS) SmarThruTM Workflow Lite supports optical character recognition (OCR), which allows your scanner to convert printed characters into digital text and thereby eliminating the need for manually typing in information.
In addition, the One Touch Scanning feature helps streamline work processes, such as automatically distributing scanned documents to predetermined destinations, including a database, another admissions officer’s email or a folder for a particular applicant. These time-saving features ensure that no important documents get lost in the shuffle, which could seriously jeopardize a potential candidate’s chances for getting into their dream school.
Ensure document confidentiality and reduce waste with secure pull printing
Mr. Draudt is also highly satisfied with the security functions that Samsung printers offer. One of his concerns while handling admissions related documents is to prevent leakage of confidential information such as social security numbers and final grades to unauthorized people. He is now less worried about such an issue arising from unclaimed documents remaining in the printer tray, as BCPS’ Secure Login Manager does not only support user identification with ID and password, but also allows access card and PIN number authentication once Card Reader* is installed. This Pull Printing feature brings greater convenience and enhanced security, and also encourages better printing practices, like reducing waste. The Pull Printing feature is activated when the user identifies the needed document at the printing terminal. Even when numerous documents are printed by different persons at the same time on the same device, the security and Pull Printing features help them to land in the right hands.
* Card Reader is an option and needs to be purchased separately.
Bring printing costs under control with Usage Tracker
BCPS has also helped Mr. Draudt to bring printing costs under control. As an employee at a public educational institution, Mr. he feels an even greater pressure to keep costs down than businesses do. That is to say, his office has an even greater need to find the right partner for supporting more efficient work processes and finding places to reduce waste.
One such solution that Samsung printers provide is monitoring and auditing, which allows Mr. Draudt to keep track of exactly what is being printed, by whom and how often. Samsung’s Usage Tracker offers him the ability to quickly clamp down on inefficient or wasteful printing practice. For example, the staffs are now encouraged to use double-sided printing when printing documents for internal use, as he was able to see that unnecessary single-sided printing was common. Also, since Samsung’s printing solutions do not require an additional server, IT maintenance costs are not another concern.
Advances in technology have allowed businesses and industries to take advantage of digitized document management. It is high time that our centers of education also show their commitment to finding the right partners, the right devices and the right attitude to saving time and money for printing. During the application seasons, admissions officers and the administration office like Mr. Draudt won’t be the only ones to thank you for using the right tools – students and faculty will notice the Samsung difference as well.
Read more to see the benefits of Samsung printing solutions.