Document Management in Education
A Computer-Based DMS Solves Many Problems
We looked at the functions performed in typical educational organizations and the kinds of documents generated during these functions, in a separate page. We also suggested there that a good DMS should facilitate easy document creation and updation, collaborative working, version control and controlled access to the records for faculty and parents. We now look at how a good DMS attends to these and other requirements.
A Computer-Based DMS
A completely paper-based system is an anachronism in these days. So we look at a computerized DMS.
- Course Materials: The DMS would facilitate accumulating current reference materials either by downloading them from Web sources, or scanning, OCRing and storing paper-based reference materials. Course material developers could refer to these categorized reference sources by using search facilities. The developer teams could work collaboratively over the networked system through reviews, comments and one-to-one communications for developing the course materials.
- Student Administration: Each department could access a student's record and update it as it concerns their domain. Billing department would update student dues, cash collection department would record student payments against the bills, teachers would update attendance and progress details, and so on. Principals and other authorized faculty could review the entire student performance record while parents and guardians could access the records of their wards.
- Financial Management: A computerized system could facilitate budget preparation by generating preliminary estimates based on last year levels. These preliminary estimates would then help making informed forecasts for the current year. Online accounting could be done speedily as concerned departments could enter details of their transactions direct into the system for immediate updation. Management reports are generated promptly based on the budgets and accounts. Departmental transactions could also be controlled effectively using computers, e.g., avoidance of unnecessary purchases, flagging of overdue bills and review of expenditure deviations from normal levels.
- Funding: Success in funding depends to a great extent on the image you could create among prospective donors. This would be easier with a Web presence in the form of your own Web site, where you could present your service record in detail. Web access also would allow you to search for prospective donor individuals and organizations. A good DMS would also make it easy to prepare conventional publicity materials like brochures.
- Alumni: An interactive Web-based discussion forum open to alumni and faculty is an excellent way to maintain a continuing relationship with alumni. An active forum could also maintain their enthusiasm for their old alma mater.
- School Store & Cafeteria: The system here would resemble a typical business sytem, with purchase, inventory, billing, wages and cash transactions, and monthly and yearly Income & Expenditure statements.
Conclusion
A computerized DMS is absolutely essential to manage the tight finances typical of educational organizations.