The College contacted one of their trusted IT vendors, an Authorized DocuWare Partner, who recommended DocuWare as the solution that would meet their integration, security and workflow needs at a price point where the College was comfortable.
“One of the reasons we chose DocuWare was because we had already had a strong business relationship with our DocuWare vendor and we knew we could count on them for dependable local support,” said Kim Porter, Director of Application Support and Development for Roberts Wesleyan College.
The Admissions department needed to securely store prospective students’ applications, transcripts, letters, ACT and SAT scores. The department receives a mix of electronic and paper documents and is now able to securely store them as they come in through an integration with DocuWare and the college’s admission software, AdmitGold. The staff enters the Prospective Student ID which is generated by AdmitGold, the document type and date. The remaining index fields such as first and last name, major, etc., are automatically populated using the ID# as a match code, ensuring accurate consistent information between two systems. Once all the required documents have been received, a workflow process is triggered that routes an Admissions Evaluation form to the Admissions Counselor and then the Admissions Director for approval. An electronic stamp is then used to mark the applicant as accepted or denied.
The Registration department also utilizes DocuWare to store Change of Major Request forms, transcripts, Academic Alerts, FERPA forms and other information. Every piece of information, regardless of which department stored it, is available in one system to qualified users.