Norwich uses new database to help organization

Norwich is one of many universities to use OnBase, an electronic management system created by Hyland software.

The Norwich registrar decided to use OnBase to help with organization of paper files.

"When I first got here four years ago, there were stacks and stacks of paper that weren't filed," said Linda Yeomans, Norwich's head registrar.

The software has changed the way things work in the office. "Now paper work is scanned daily which then makes it easy to find and available to anyone who has secure access to the OnBase software student filing system," Yeomans said.

Not only is the software organizing Norwich staff and creating less work, it is also easy to teach to student workers.  "To teach a student worker to scan and index takes 15 minutes and to retrieve documents from the system takes 15 minutes," Yeomans said.

OnBase gives instant secure access to all documentation at anytime and anywhere, according to the Hyland website.  This helps staff do their job even if they are not at the office. 

"When you have electronic files, they are generally stored in more than one place. You can retrieve then from many different sites," Yeomans said.

Electronic filing is a time and space saver. "Without electronic filing you have to build buildings to keep paper. If you're not going to build building than you need to find a way to make the paper go away, but at the same time there is a retention period you do have to keep the documents," Yeomans said.

"In keeping all of that paper, there is a cost to it. It takes up floor space that can be used for offices or better functions. It is also a security issue. We had a flood in Northfield, many records were lost," Yeomans said.  

A benefit to the OnBase software is that documents are kept safe from damage. "Paper is more secure from water, fire and damage when it is all kept in electronic format," Yeomans said.