Advanced Processing & Imaging, Inc. Blog 5 Reasons to Transition Your School to a Paperless Environment

The majority of schools today realize how important it is to keep students and parents informed. While this point of view is understood and respected, it's a challenge for most K-12 institutions to visualize a paperless environment. Regardless, schools use to much paper.In fact, according to the New York City Government, it's estimated that a student school district with 10,000 students spends at least $200,000 every year on paper. And, that's not even taking into account printers, toner & other supplies which could easily double or triple that cost. For many schools, teaching is based on a very traditional process. This often consists of books, notebooks, quizzes, reports, and all sorts of instructional materials as well as parental notification forms. Transitioning from a paper environment to an electronic environment may seem a bit overwhelming. However, digital distribution of data is the way of the future.Here are my 5 Reasons to Transition Your K-12 Paper Environment to a Digital Environment.Going paperless is good for the environment.Paper production is the third most energy-intensive of all manufacturing industries, using over 12% of all energy in the industrial sector. Begin the shift from paper to electronic forms, books, & reports to save trees and oil. Instead of standing in front of a copying machine for hours copying parent notification forms, imagine making the form available on line with a few clicks on the keyboard.Going paperless enables internet browser-based access 24/7 from anywhere, anytime.Digital document management provides immediate access from anywhere in the world using a web browser and internet connection. This means as long as students and parents have internet access, they can access their school work, grades and forms from anywhere. Goodbye to the excuse "the dog ate my homework". As a bonus, students, teachers and staff will be happy to hear that they no longer need to carry a bulk of papers around.Going paperless enhances security & privacy.Users of document management software are able to control access to information. In addition, users may back up files quickly to ensure quick restoration in the event of an emergency. Storing records and forms digitally allows protection of sensitive information within document and robust auditing and records retention features guarantee compliance. Also, you are able to track who accessed information and when. Going paperless increases efficiency and productivity.The result of K-12 Schools and districts managing documents electronically has been reduction in exposure and an increased productivity. Furthermore, document management software eliminates manual processes. There are many paperless tools that enable better organization, like the API's OptiView, which allows you to view, edit, annotate, and share all your files with your entire team, paving the way for collaboration.Going paperless saves money.The best benefit of a paperless schools; you don't have to spend an endless amount of money printing documents and instructional materials. You no longer have the need for file cabinets, printer ink and toners. Invest today in a document management solution and be rewarded in the near future with a healthy return on your investment.Christine Smith is Senior Marketing Executive for Advanced Processing & Imaging. API specializes in helping K-12 School Districts, Local Government Agencies and Small & Mid-Sized Businesses (SMBs) operate more efficiently and reduce reliance on paper-based forms, documents and processes. API's solutions automate existing business processes and presenting information and documentation relevant for the task at hand-without having to manually search. To help public-sector organizations address "Open Government", API offers both Fiscal Transparency and Public Records Web-portals. API offers all solutions hosted in their Cloud data center. For more information or a live demonstration over the web, call 800.430.7011 or e-mail us at info@apimg.com.This article is intended for informational purposes only. Advanced Processing & Imaging nor Christine Smith, accepts liability for the content of this article, or for the consequences of any actions taken on the basis of the information provided.