Helping to get money to students faster
“In the past, it would take us at least six weeks to process a student’s paperwork. Now, thanks
to Workflow, we can process the documents in two weeks,” says Jeramy Berry, IT staffer at the
University of Utah’s Department of Financial Aid and Scholarships.
Students at the University of Utah, a major research institution with an enrollment of nearly
30,000, submit documents such as aid applications, scholarship acceptance letters, promissory
notes, and copies of birth certificates, passports, and tax returns. Before Laserfiche was
installed, some staff members sorted the documents into piles, and then sorted those piles
into smaller piles before filing them. Meanwhile, financial aid counselors retrieved the
documents and put them into more piles.
“Because documents could be at any point in this process, they were difficult to find, which
often gave the impression they’d been lost,” Berry explains. “We’d ask students to stop by our
office to fill out incomplete paperwork, but when they’d come in, they’d have to wait while
staff went to look for the documents we’d contacted them about.”
Now, with Laserfiche, staff can track documents throughout the process. When the department
receives a document, they scan it into the Laserfiche repository. They then enter key metadata,
including the student’s name and identification number. Finally, they fill out a Status field
to identify where the document is in their process and use Laserfiche Workflow™ to
automatically route it to and from financial aid counselors and other staff.
The document is then stored in the Laserfiche repository, where staff can locate it using the
student’s name, ID number, social security number or other search criteria. Even though the
department has over a million documents in its repository, searches take only seconds.