Transform Educational Document Management with Encodian Filer

Educational institutions manage substantial volumes of documents across various departments/faculties, from student records to administrative files. Efficient document management is critical to complying with regulations like FERPA and ensuring data security. The shift towards digital solutions in education introduces new complexities, particularly in integrating these with legacy systems. Encodian Filer was developed with a clear understanding of these challenges, offering a robust solution that ensures compliance, enhances security, and improves operational efficiency. 

Why Filer is Perfect for Educational Institutions 

Maximize Resource Utilization  

Educational institutions frequently deal with redundant costs and underutilized resources. Encodian Filer optimizes the use of your existing Microsoft 365 tools, reducing unnecessary expenses and maximizing resource efficiency. Integrating seamlessly with SharePoint and other Microsoft applications, Filer provides a unified document management strategy across educational departments. 

Simplified Document Management  

Handling extensive educational documents can be complex and time-consuming. Encodian Filer simplifies this task with user-friendly features and intuitive administration controls, ensuring easy implementation and ongoing maintenance. 

Robust Compliance and Security  

Ensuring compliance with regulatory standards such as the US’s Family Educational Rights and Privacy Act (FERPA), Encodian Filer securely stores all educational documents within your Microsoft tenant, reinforcing trust in your document management systems. 

Note: FERPA is relevant for regions in the US but Filer’s flexibility allows for security, access, retention and disposition rules to be customised to meet your requirements.  

Enhanced Academic Administration  

By allowing quick access to student records and administrative files, Encodian Filer supports better academic administration, enabling educators to focus on providing quality education. 

Key Features Enhancing Educational Operations 

Customized Document Organization  

Replacing complex folder structures, Filer’s context-driven search system streamlines the retrieval of educational documents such as student records, course materials, and administrative files. 

Automated Document Processing  

Manual handling of digital or scanned documents often leads to errors. Filer’s IDP module automates the ingestion, quality checking, and classification of both structured and unstructured documents, ensuring accurate data extraction and validation. 

Efficient Document Routing  

Using Power Automate, the Filer IDP module, or API integrations, Encodian Filer ensures documents and metadata are seamlessly ingested and routed, guaranteeing proper placement and policy application. 

Comprehensive Metadata Management  

Automatically applying metadata at the document level, Filer ensures adherence to retention and disposition rules, enhancing lifecycle management and searchability. 

Versatile Viewing and Editing  

Educational professionals can view over 70 file formats using Filer’s built-in viewer, facilitating seamless access to various document types. The integrated PDF editor enables redaction, annotation, splitting, merging, and signing of documents directly from SharePoint. 

Comprehensive Search Capabilities  

Combining SharePoint Online’s enterprise search with Encodian’s OCR (Optical Character Recognition) software ensures thorough searches based on metadata and document content, leaving no vital information overlooked. 

Secure Sharing with Digital Briefcase  

Filer’s Digital Briefcase feature allows for the creation of controlled document packs for managing student records and audits, ensuring secure internal and external communication. 

Integrated Email Management  

Encodian Filer’s Outlook add-in simplifies managing email attachments and documents, ensuring consistent classification and routing. 

Transform your Document Management 

Encodian Filer revolutionizes educational document management by providing a secure, compliant, and efficient solution tailored to the needs of educational institutions. Its features, like intelligent document processing and powerful search capabilities, ensure accurate and efficient document handling.  

Transform your educational institution’s document management with Encodian Filer. Contact us today for a personalized demo and experience the benefits.