Embrace the future of the schooling system with Filestream's EDMS.

We're revolutionising how schools, universities, or adult education centres manage paperwork and electronic documentation, from the moment a student enrols until they graduate and beyond.

File Stream efficiently handles almost all documentation: Student and staff records, enrolment forms, annual reports, exam papers, course choices, UCAS paperwork, and even disciplinary and medical records.

Any School, University or Adult education centre has always had to deal with an abundance of paperwork and electronic documents such as e mails.

Information regarding a student including Enrolment Forms, Annual Reports, Disciplinary issues, Parental Authorities, Medical issues, course choices, Exam papers, Field Trip documents, Careers information, UCAS paperwork etc. can all be stored in one SECURE place allowing access only to those permitted.

A Head Teacher or Departmental Head, returning from a period of absence could easily search for and view any correspondence received from parents or even any disciplinary issues that had occurred during their time away. This can all be done while sitting at a desk.

It is important for schools to have a reliable and efficient way to manage their documents. 

With so much paperwork required for admissions, financial aid, and student records, not to mention the ever-growing amount of digital files that need to be stored and organized, it can be overwhelming for school administrators to keep track of it all. 

That’s where document management for schools can transform the situation. It is a system that allows schools to electronically store, organize, and share their documents. This can be done through cloud-based storage solutions, on-premise servers, or a hybrid of both. 

The benefits of using an efficient document management system in the education sector are many, but some of the most important ones include improved efficiency, increased security, and reduced costs.

The Redhill Academy Trust, Nottingham, chose File Stream as staff found it easy to use, flexible and secure. It also offered good value for money.

Schools, Colleges, Universities
Need EDMS.

Some of the main advantages:

1Improved Efficiency
Document management for schools helps to improve efficiency by streamlining operations. For example, a child’s birth certificate required for enrolment can be presented as an image and simply indexed to the system without the requirement for any paperwork. This not only saves time for both the parent and the school administrators who would otherwise have to process the paper form manually, but it also reduces potential errors that can occur when forms are filled out incorrectly or incompletely. Document management systems also make it easy for schools to share documents with other departments or external parties such as parents and government agencies. Rather than having to scan and email individual documents one at a time, administrators can simply give authorized users access to specific files or folders within the system—saving valuable time that can be better spent on other tasks.
2Increased Security
Another benefit of using document management for schools is increased security. With sensitive student information like medical records and disciplinary reports being routinely exchanged between teachers, administrators, parents, and other stakeholders, this data must be properly protected against unauthorised access. Paper records are especially vulnerable as they can be easily lost or stolen—and once they’re gone, there’s no way to get them back. Document management systems help alleviate these security concerns by allowing schools to password-protect their files and set different levels of access for different users. For example, teachers might be able to view student records but not edit them while administrators could have full access to all files in the system. This ensures that only those with authorised access can view or modify sensitive data—keeping students’ information safe and secure. In addition, most document management systems automatically create backups of all files stored in the system—which means that even if data is accidentally deleted or corrupted, there will always be a backup available for restoration. This peace of mind is invaluable for school administrators.
3Track Of Financial Aid Paperwork
EDMS for schools helps to keep track of financial aid paperwork. Every year, schools need to collect and review hundreds or even thousands of financial aid applications. An EDMS system can help to organize these applications and make it easier to find the information that is needed. In addition, an EDMS system can help to keep track of deadlines and ensure that all the required paperwork is submitted on time.
4Improved Collaboration Between Staff Members
EDMS makes collaboration between staff members much easier. With a school’s documents stored in one central location, it’s easy for staff members to find and share documents. In addition, File Stream Document Management systems offer features like comments and annotations, which can make collaborating on documents easier than ever before.
5Reduced Costs
Document management systems help schools save money by reducing their reliance on paper documents. It costs money to print documents—not only in terms of the cost of paper and ink but also in terms of labour (think about how long it takes someone to print out hundreds of pages worth of student records). By storing documents electronically instead of printing them out every time they need to be accessed or shared, schools can save money on supplies as well as labour costs associated with printing and distributing paper documents.
6The very real risk
While better, more efficient filing is an undoubted benefit to education providers, the real advantage of Filestream’s range of EDMS is the full encryption. A recent government survey showed 36% of primary schools, 58% of secondary schools and a staggering 75% of FE colleges reported some form of breach or cyber attack – putting children’s data in potential danger. Any education provider using File Stream, however, can rest easy knowing that if the unthinkable happens, their students and staff are completely safe. Learn more about how Filestream’s Document Management Software can help and benefit your business

Key Components For Schools

1Document Capture
The first component of a document management system is document capture. This refers to the process of digitizing paper documents so that they can be stored electronically. There are several ways to capture documents, including scanning and enabling electronic format storage with a scanner or camera, or converting them to digital formats such as PDFs or Word files.
2Document Metadata
The next component of a DMS is document metadata. Metadata is information about a document, such as its title, author, date created, etc. This information is stored in a database along with the actual document so that it can be easily retrieved later.
3Document Retrieval And Accessibility
One of the most important components of a DMS is document retrieval and accessibility. This refers to the ability to easily find and access documents when needed. A good DMS will have a searchable database so that you can quickly locate documents using keywords or other criteria. It should also be accessible from any location and any device so that you can always get your hands on the documents you need when you need them
4Document Versioning
Last but not least, another key component of an EDMS is document versioning. This refers to the ability to track different versions of a document as it changes over time. A good EDMS will automatically save new versions of a document as you make changes so that you can always go back to an earlier version if necessary. This is especially important for schools, where documents are often revised and updated regularly.