Case Study: Algonquin College

Digitizing student records to improve productivity and reduce paper at Algonquin College.

About Algonquin College

Algonquin College is the largest college in eastern Ontario, offering over 100 full-time programs and a wide selection of online and part-time programs. Its diploma, degree and certificate programs effectively combine theory and practice — the best way to help students prepare for careers.

“We’ve had a very positive working relationship with Ricoh. Any concerns were immediately addressed. The implementation has gone smoothly”
Marie Theriault
Manager, Scheduling and System Support
Algonquin College

The Challenge

The Algonquin College Registrar’s Office wanted to improve how student digital records were accessed and used from their legacy system that had limited scanning and repository capabilities. In addition, the system was not payment card industry (PCI) certified.

The department was experiencing significant downtime and inefficiencies. The Algonquin College Registrar’s Office has approximately 75 employees, 50 of whom need to access student information such as admission records, exemption information and transcripts, as a routine part of their jobs.

Solution

Ricoh Canada recommended the implementation of Laserfiche, a document management solution that Ricoh Canada installs and customizes. With 492 customers utilizing the Laserfiche document management platform in Canada, Ricoh Canada is the largest supplier and custom integrator of Laserfiche document management systems in the country.

The Algonquin College Registrar’s Office had purchased multifunction devices (MFDs) and copiers from Ricoh Canada.

Ricoh set up the Laserfiche document management system and used built-in utilities to customize the workflow process so the new system could capture more records in more fields more rapidly.

Ricoh imported all existing digital records into the new system. Although the records management system was new, it functioned seamlessly for students and other stakeholders served by the Registrar’s Office.

Result

The new document management system at Algonquin College is easy to use in terms of getting records into the database, navigating the system and accessing information.

The Registrar’s Office is now working with Ricoh Canada to extend the system to include workflow for student exemptions that will automate the process of student course exemption approvals and eliminate additional paper flow in the process.

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