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Home | Computers & Technology | Software Education Though a great deal of documents and collaborative working are involved in developing syllabi and training materials, we do not look at this specialized area in detail. This academic function is a separate topic by itself. Student Administration A vast amount of information has to be maintained about each student, starting with the admission process itself and typically ending with the issue of a course completion certificate when the student completes the course and leaves the organization. The records must show any changes in the students’ contact and other personal details, course and billing details, and progress details, including achievements in different areas. Different departments such as faculty and administration departments would access the student records. They must get uniform and up to date information at all times. Access to student records should be allowed only for authorized persons. Information communicated about students should be accurate and should also be done in a confidential manner. Parents and guardians should have access to the records of their wards. Student Administration In an electronic system, data does not need to be duplicated for reference purposes by different departments. Instead, student data can be entered just once into a central computer. Terminals attached to this computer can then be installed at all the departments for accessing student details whenever needed. Password protecting access ensures appropriate system permissions are respected at all times. Parents and guardians could also be allowed access to the data, in this case limited to data about their wards. They can do this from their homes or even from abroad. Compared to paper, a computer based system offers several advantages:
Financial Management Controlling expenditure is a difficult task with a paper-based system. The efficiency of the processes is so poor that you would be left behind competitors who use computer-based systems. This becomes clear if we look at the purchasing process.
Areas like recovering your dues could also be facilitated and even automated to some degree by using computerized document management systems. Student billing and reminders could be automated and up to date status reviewed at any time. With budgets, you could develop a financial plan that considers availability of funds. With computerized accounts, expenditure can be tracked against budgets and flagged when the levels reach allocated amounts. The danger of running out of cash is thus minimized. Alumni Management A Web community of your alumni could be developed for maintaining a continuing and interactive relationship. Students leaving your organization could be encouraged to register at the community, enabling them to keep in touch with their old schoolmates. You could use the community to keep your alumni informed about the developments at, and achievements of, their old school or college. In such an environment, it would be far easier to receive donations and other kinds of support from your old students. Benefits of A Good Document Management System As detailed above under relevant sections, with a well-designed and computerized document management system, particularly one that is Web-based, it becomes possible to derive specific benefits.
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