Uses of File Tracking and Monitoring System in Remote Campuses

Schools and colleges can do remarkable things. Administrators can be creative too. Teachers can be extraordinary. Unfortunately, the reason why schools and their staff are unable to achieve their full potential is the paperwork they are often bogged down with. There is a file for every operation, every decision, every idea, and initiative. Every file needs to be stored, maintained, secured, reviewed, validated, forwarded, and finally classified and inventoried. The time, money, paper, human resources, physical and mental space these files occupy can stymie the most creative minds. In the words of an American author, Gabrielle Zevin, “I have so much paperwork. I am afraid my paperwork has paperwork”.

An efficient file tracking system can change this sorry state of affairs by making file management, movement, and monitoring seamless and systematic. With this system, remote campuses, as in a multi-academy trust or multi-campus University, are easily monitored and kept in the loop 24/7.

So here’s a rapid rundown of the numerous uses of a file tracker system. The user can use it to:

Create files: File tracking software can help any stakeholder working for the school management who would like to get a file/document approved. All users are given login IDs. The user can then create a file by first specifying the document type. The “document type” could be a file, letter, proposal file, purchase file or note approval. Once the file has been created by a user, he becomes the owner of the file. A file number is given to the file and it is then assigned to another user who would normally be the concerned authority from whom the approval is being sought.

Upload/download docs: The online file tracking system is also handy when the user wishes to upload or download documents. Once details such as department, document type, user name, receiver name are entered, the document to be moved from one desk or location to another is attached, usually in a pdf format. The software offers the option of attaching multiple documents.

Forward it for approval to authorities: Once the file is created, it can then be submitted to a receiver. The file can then move between two users in the same department or two users at two ends of the globe. But the nail-biting wait till the concerned authority receives, views, and approves of the file (or edits it) and then returns it to the sender is now history. Instead of two weeks or a month for couriers to reach their destination, the file movement software does the job in minutes.

Notify receiver of submission/movement: The system automatically notifies the receiver via SMS or email when a user submits a file for approval. Thus, the authorities are kept posted whenever a file moves towards them.

Ensure easy movement and monitoring of files from one user to another: A fluid flow of files between users is what makes this file monitoring system so effective. This easy movement is ensured by the software which helps users identify files easily. At every stage, the creator of the file knows the status of the file which appears at the bottom of the page, and can thus track it.

File search option: As with every other well-conceived campus automation solution, the search option in this system gives the user the possibility to conduct a detailed search of a file on the basis of the file number, file name, approximate file creation date, and keywords.

File reports: This software, also known as document tracking system generates reports on files based on their status which could be “pending”, “in Process”, “forward”, “return”, “completed”, etc. A consolidated file list can also be generated at the touch of a button. For every file, the user can get the system to generate a file movement tracking report. The number of files generated by a user can also be revealed from that user’s login area. Finally, status reports for a file are generated with user remarks.

Thus, no file is ever lost or misplaced. Every file has a history. Every task or process can get adequate closure. With a report on every file and a clear view of the big picture, this remarkable educational ERP feature has just taken both the “paper” and the “work” out of “paperwork”!