System Type: Laserfiche United version 6.03 with 15 full user license and 25 read-only.

Install Date: June 2001.

Document management needs: Initially, the Public Enrollment Services Department wanted a faster way to serve its 13,000 students. Soon, word of the successful new system spread around campus, and the Accounting Department, Financial Aid Office, and
other departments began using Laserfiche. Now, the campus repository contains several hundred thousand documents, ranging from student transcripts to accounts receivable forms. The Enrollment Services division alone scans 100 to 200 documents per day.

Laserfiche features utilized:

WebLink. Folders are arranged for applications received. The enrollment department can piece together student application materials as they come in, and they are available to Admissions officials 24 hours a day from any location with Internet access.

Advanced Audit Trail. In a large installation in which many departments share the same repository, control of access is essential. Audit Trail automates this process, keeping a running log of what documents were accessed, when, and by whom. Department heads make sure sensitive documents like transcripts are kept confidential by checking the log of users accessing the system.

"I feel like we've only begun to discover Laserfiche's capabilities," says Jerry Tibor, IT Manager at the University of Alaska. "We plan to expand the system to include all student paper files and grants and contracts paperwork including signature cards. Recently we were contacted by the university library about storing some of their information. We are eliminating the need to photocopy original documents all over campus. The scalability of Laserfiche allows us to grow the system as more departments see the benefits. Nobody has to look elsewhere for an imaging system because Laserfiche works everywhere."

“Our return on investment is best measured by the improved services we've been able to offer our students," Tibor says. "The people who serve the students can access information much faster, eliminating the long lines and red tape that plague many universities. Our student retention rate has improved, and we credit our technology initiative with making the University a place our students want to stay for four years.”

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