// RECORDS MANAGEMENT
// RECORDS MANAGEMENT
EDUCATION DOCUMENT MANAGEMENT
Document Management Services for the Education Industry
Secure, compliant, and affordable solutions for businesses on Long Island and New York City.
Ensure proper management of all your student and faculty documents, and quickly access them by partnering with Emerald Document Imaging.
Document Management for Public and Private Institutions
Emerald specializes in comprehensive document management solutions for school districts, private institutions, higher education institutions, and universities of all sizes. By efficiently managing the growing volume of information, we ensure the proper retention of permanent educational records, including:
- Student records
- Personnel files and HR documents
- Board of Education meeting minutes
- Financial documents
- Individualized Education Plans (IEP)
- Evaluation Team Reports (ETR)
- Health Records
- Transcripts and report cards
- Archives
With our document management services, these permanent records are stored as electronic images in a secure, cloud-based document repository. This ensures protection against natural disasters, theft, misfiling, and from being lost or destroyed. Explore our tailored solutions for document management in the education sector, and entrust us to safeguard your institution’s valuable records effectively.
Why Outsource Your Paper Documents?
Consider the Costs:
- Valuable space consumed by physical document storage
- Money and time spent on searching for lost and misfiled documents
- Expensive and time-consuming physical document retrievals from record rooms and off-site storage
- Difficulty controlling access to sensitive paper information
- Loss of information due to fire, flood, and other disasters
- The cumulative impact on your budget, productivity, and quality of service
Now Consider the Electronic Difference:
- Reclaim productive space and eliminate cabinets and shelves with digital, secure document storage
- Instant records access with intelligent search, retrieval, and distribution
- Assists with disaster recovery and data integrity
- Comprehensive security protects records from unauthorized use
- Simplified integration with information systems, such as Financial Edge and other applications
- The cumulative benefits of time saved, reduced costs, and enhanced security
- Significantly reduces the costs associated with audits
Document Services for your Educational Institution
At Emerald, we seamlessly integrate our services with industry-leading software to produce high-value solutions to educational institutions. Our goal is to maximize the value of your information assets, improve service levels, lower costs, and achieve compliance with regulations. We provide the following services:
- We’ll pack boxes and arrange for daily, weekly or monthly pick-ups of documents
- Up to six months of storage at no cost (including free retrievals) before scanning
- Provide all requested documents to your facility in under one day during the document scanning process
- Customize indexing and search criteria to your needs
- Scan all documents in a non-proprietary format
- Secure offsite data replication to prevent any disaster
Our enterprise document management, imaging and workflow solution, specific to education, puts you and your colleagues in touch with the documents you need. Once connected, you can work faster, more accurately, and collaboratively within a few clicks. Our systems are built for ease of use and rapid deployment, letting you quickly create enterprise-wide efficiencies across all departments within your educational institution.
If you already have a document management software, Emerald will work with your IT department to import your scanned images into your existing system.
How Our Document Scanning Process Works
We make it easy to transition from paper to digital — without disrupting your day-to-day operations. Here’s what to expect when you work with Emerald Document Imaging:
1. Free Consultation & Planning
We start by learning about your goals, timelines, and the types of documents you need scanned. From there, we design a customized plan tailored to your workflow, compliance requirements, and business needs.
2. Pickup & Project Implementation
Once your project workflow is established, we take care of everything: secure pickup and transport, meticulous document preparation, high-quality scanning, detailed indexing (by name, date, patient ID, etc.), and thorough quality control. We ensure your documents are digitized accurately and ready for seamless import into your software platform.
3. Secure Delivery & Integration
After scanning is complete, we deliver your digital files securely. If you don’t already have a document imaging or management system, we can help you find the right solution — including a free demo of a cloud-based document management platform or delivery of fully searchable PDFs on portable media.
What our clients are saying
Businesses across Long Island and New York City trust Emerald Document Imaging to handle their most important documents — securely, accurately, and on time.
Our Education Services
Document Scanning
Our document scanning service provides your institution with the files you need in a digitized format. You will no longer need to fax or make copies; instead, just simply search and share your document.
Document Storage
Document Management Software
Through a web-based document repository, you can have access to all of your documents in a matter of seconds. Emerald can load all of your scanned files into an online solution for easy access.
Ready to Go Paperless?
Whether you’re scanning decades of archives or just getting started with digital records, Emerald Document Imaging makes the process simple, secure, and stress-free.
Let’s talk about your project — we’ll provide a free quote and answer any questions.
Or give us a call at (631)-435-2900
