Perceptive Software, Inc., today announced that Chapman University uses ImageNow® integrated document management, imaging and workflow software to protect irreplaceable records, speed workflow processes and assist FERPA compliance.
In 2003, Chapman administrators recognized that storing paper records in file cabinets was inefficient and searched for an electronic document management solution that would protect irreplaceable student records and provide immediate access to pertinent documents.
"Unlike competing products, ImageNow allowed us to start out with a small scale deployment at a low price," said Robert Manson, enterprise applications manager at Chapman. "Perceptive Software's expertise and proven success in higher education was also a factor."
ImageNow was initially implemented in the financial aid office, but has since been extended to admissions, advancement and the business and registrar's offices. Patented LearnMode™ technology facilitated swift integration with Chapman's Datatel student information system and will provide a tight link with other business applications when Chapman introduces ImageNow to the education department, payroll and student affairs.
"A big selling point was ImageNow's proven ability to easily integrate with any host application in any department," Manson said.
Unlike other vendors that require a restrictive and costly service contract, Perceptive Software gave Chapman the skills to administer ImageNow independently.
"Hands-on ImageNow implementation and training were very useful," Manson said. "The Perceptive Software implementation consultant showed us how to modify ImageNow, enabling us to manage the product in-house."
When Chapman's IT associates have a question about optimizing ImageNow performance, they contact the Perceptive Software product support team via phone or the 24-7 online ImageNow Support Portal.
"ImageNow's helpdesk employees are great," Manson said. "They consistently go above and beyond to assist us."
Assignable user privileges, password protection and other ImageNow security features are helping Chapman fulfill FERPA (Family Educational Rights and Privacy Act) confidentiality requirements.
"ImageNow makes it easier for us to control document access," Manson said. "It is a great compliment to our FERPA compliance efforts."
ImageNow also enables Chapman to provide students with their academic records in a timely manner, satisfying another part of FERPA legislation. Instant, single-click document access from any location via WebNow, the browser-based complement to ImageNow, enables employees to answer queries without a time consuming search through file cabinets.
"ImageNow allows employees to immediately retrieve the exact information they need and has eliminated callbacks," Manson said.
The registrar's office is using ImageNow to quicken another process. Incoming student records are scanned into ImageNow, automatically organized by students' academic majors and routed to the appropriate employee's workflow queue. This has replaced the time consuming task of manually sorting through and distributing stacks of paperwork, giving employees more time to focus on other responsibilities.
Chapman also finds that ImageNow reduces paper output. Each year, financial aid sends out thousands of award letters to students. Previously, a second copy was printed and retained in a file cabinet. Now, ImageNow Virtual Printer electronically prints the duplicate into ImageNow. E-mails are also printed this way, and ImageNow Fax Agent captures and imports incoming faxes.
ImageNow has made appointing new faculty members at Chapman's University College easier, as employees in any location instantly retrieve electronic document images, rather than waiting for hard copies to be photocopied and mailed between this school and Chapman's campus in Orange.
"ImageNow has helped us shorten the faculty approval process from 2-4 weeks to 3-4 days," Manson said.
About Perceptive Software
Perceptive Software, Inc., develops integrated document management, imaging and workflow software solutions that simplify business processes by delivering secure, digitized versions of paper and other electronic documents while leveraging existing applications. Customers in a broad range of industries worldwide have taken advantage of ImageNow, Perceptive Software's flagship software offering.