Granite School District Deploys Electronic CUM Folder System

BOCA RATON, Fla., April 8, 2014 /PRNewswire/ -- Advanced Processing & Imaging, Inc. (API), a developer of document management and business process automation software today announced that Granite School District in Salt Lake City, UT selected API's OptiView^® Document Management and OptiWorkFlow^® Business Process Automation solutions to create an electronic Cumulative (CUM) Folder system and automate their hardware and software request process.

Granite School District, located in the Salt Lake Valley, operates 63 elementary schools, 16 junior high schools, 8 high schools, as well as other special schools and programs. With more than 67,000 students, Granite is the third largest district in Utah and is among the largest public school districts in the nation. Granite is also one of Utah's largest employers, with more than 7,500 full and part-time employees. The district boundary encompasses 257 square miles.

Like so many school districts across the United States, Granite School District faced the daunting challenge managing a mountain of paper forms, reports, documentation and other materials in each of their student's Cumulative (CUM) folders. When each student first registers to enter the school system, a CUM folder is created to hold the student's forms and supporting documentation such as proof of residency and medial forms. These folders are updated with other new materials during the first year as well as each year the student returns to school. To complicate matters, the physical CUM folders must be transferred between district schools as the student progresses through the school system towards high school graduation. And Granite must maintain many of these student records for the life of each student. Manual storage and retrieval of hundreds of thousands of student documents impacted Granite's staff productivity and having to store and archive all this paper documentation used valuable school budget. Granite knew they needed a document management software solution.

After launching a formal Request for Proposal (RFP) process and evaluating a variety of solutions, they chose API's OptiView document management solution to create an electronic CUM Folder system. "API scored best over all other vendors in the RFP process", says Dale Roberts, Director of Information Systems at Granite School District. "Key differentiators included the most comprehensive feature set, ease of use and integration with our Education Solutions Development (ESD) Student Information System (SIS)."

Now, student forms, documents and other materials are scanned into the API document management system at each school as they are received during registration and throughout the year, and then automatically linked and stored in electronic CUM folders. "Instead of taking hours or even days to locate student documentation, school staff now has secure, instant access right from their desk and ESD Student Information System," says Dale. "Documents can be securely shared across schools in the district so the need to physically transfer mountains of folders and documents between schools is totally eliminated."  Storage costs are reduced as paper documents no longer have to be maintained and now student documents can even be backed up along with the SIS database for disaster recovery readiness.

"With this powerful but easy to use solution, Granite School District has simplified records management, can instantly respond to requests for student records and documentation and has greatly improved staff productivity," says Juan Rodriguez, CEO, Advanced Processing & Imaging. "We're proud to be a strategic partner."

About Advanced Processing & Imaging
For nearly two decades, Advanced Processing & Imaging, Inc.^® (API) has been helping K-12 School Districts, Local Government Agencies and Small & Mid-Sized Businesses (SMBs) speed business processes, increase productivity and reduce operating costs through more efficient business execution and reduced reliance on paper-based forms, documents and processes. API's document management solution streamlines the storage, retrieval and distribution of the documents required to power daily business operations. The company's workflow automation solution automates existing business processes and presents information and documentation relevant for the task at hand—without having to manually search. For more information, visit www.apimg.com.

Bennett Klein
Advanced Processing & Imaging, Inc.
800.430.7011 ext. 2018
[email protected]
www.apimg.com

SOURCE Advanced Processing & Imaging, Inc.