SOURCE: Westbrook Technologies

June 13, 2006 11:00 ET

Mishawaka Schools Overachieve With Fortis Document Management

BRANFORD, CT -- (MARKET WIRE) -- June 13, 2006 -- The Mishawaka Public Schools has freed valuable educational real estate, solved administrative staff shortages and complied with FERPA and Public Records rules with the adoption of Fortis document management software by Westbrook Technologies.

Mishawaka, Indiana's school system, with nine schools, 1,000 employees, and 5,100 students, faced, early in 2006, both a two million dollar budget shortfall and the challenge of a constantly increasing volume of transcripts and administrative information, to the extent that they were constantly adding file cabinets to store student transcripts and administrative documents.

In an environment where physical space was at a premium, paper records were taking up more and more physical space. Also, a typical information retrieval request took a minimum of 10 minutes to individually fulfill, that is if an administrator were immediately available. The school system maintains student transcripts that are often requested dating back to the early 1900's.

In use for only six months, the Fortis document management solution, implemented for the Mishawaka schools by Advanced Imaging Solutions, already holds 14,000 of the school system's documents with fifty or more being added daily.

Records managed today with Fortis include transcripts, other student records, and accounts payable invoices and payment requests. Future types of content planned for addition to the system are board of education meeting minutes, forms and applications, human resources records, and insurance-related materials.

The digitized records are now quick and easy to find when a request is made, as well as making it easy to print or email a copy to fulfill a request, thus providing both accessibility and privacy that constitute FERPA and Indiana public records compliance.

Retrieving of student transcripts based on public requests has seen the biggest impact so far. The record retrieval time has been cut from 10 minutes to a few seconds. Based on a conservative estimate of 1,000 requests a year, that amounts to the saving of close to $10,000 in those administrative costs alone in one year.

As soon as the complete body of records has been converted, hard copies will be moved to remote storage, freeing school space for other educational uses. According to Mishawaka's IT administrator Larry Hanks, the system has already had a measurable positive impact, but there's even more potential to come.

About Westbrook Technologies

Westbrook Technologies provides enterprise document management software solutions for mid-market companies that need to maintain their competitive edge. The Company develops document management (Fortis), Web-imaging, ERM and workflow software in use at thousands of customer sites in 52 countries. Businesses across every vertical market depend on our comprehensive document management solutions and use them to capture, index, store and retrieve their critical information from anywhere -- instantly and securely. For more information, call (203) 483-6666.

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