Case Histories (Real-World Solutions)

School District Makes Paper A Thing of the Past

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Since implementation, roughly 90 percent of Bulloch’s personnel forms have gone completely paperless, including new employee documents. Paper is now a thing of the past.

Bulloch County Schools, located in southeast Georgia, was in search of a new accounting solution, as well as a better way to manage documents. The district had so many paper files they were shipping boxes to an off-site warehouse, resulting in a time-consuming process to find and access records.

With Softdocs, the district greatly reduced time spent managing document-based tasks and eliminated many of the errors that used to plague the business processes in their finance and HR departments — all while staying within budget.

“Before Softdocs, we would have to ship boxes and boxes of paper to our warehouse,” says Troy Brown, Bulloch’s chief financial officer. “And every time we needed to look at an archived document, we’d have to drive out to the warehouse, get dirty from head-to-toe and dig out the right piece of paper. Now, everything is automated and electronic content management capture, storage and retrieval is automated.”

In addition, another improved business process is employee reimbursement. Previously, it would take days just to get all the data to the district office for approval, and even longer for the check to be cut and sent back to the employee. Now, employees can attach scanned receipts and invoices directly to the reimbursement form in Softdocs and it is sent to the reimbursement personnel within minutes.

Since implementation, roughly 90 percent of Bulloch’s personnel forms have gone completely paperless, including new employee documents. Paper is now a thing of the past.

Adds Brown, “Whenever we hire a new employee, there are countless forms employees have to complete for HR and payroll. But with Softdocs, employees can log on and fill everything in electronically, then immediately send it through the workflow for approval. Once it’s approved, Softdocs picks it up and archives everything in the system.”

www.softdocs.com

This article originally appeared in the December 2016 issue of School Planning & Management.

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