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Innovation for schools that pays for itself

Innovation for schools that pays for itself

Making the most of technology does not have to be an expensive luxury for a school. A recent study of four education organisations - one further education college and three secondary schools, demonstrated that by implementing mstore for education, Arena’s electronic document management platform, significant returns on investment can be gained making this a cost effective choice

Each one of the four organisations studied uses mstore in different ways to support critical parts of the organisation. The FE college is using mstore for HR records, whilst the secondary schools are using mstore for pupil/ex-pupil records in one instance, across multiple departments in another, and as an archive only solution for ex-pupils, finance and HR documents in the third.

Using raw data from the mstore history logs and overall counts of documents/pages stored, the following illustrates the value of the solution in terms of time savings (i.e. retrieval time) and document actions (i.e. prints and filing) saved.

Average time savings equated an average of £7,250 per year, with one organisation saving an impressive £13,600 each year. This resource cost is incurred every time a document is retrieved from paper filing, along with the second trip to return the paper file to storage, and does not include those times when the right document or file is found to be missing or more remote paper archives need to be accessed.

Direct cost savings of up to £6,800 per year were estimated in addition to the above, an average of £5,100 per year with the exception of the archive only solution. Savings were achieved particularly relating to reduced print and mailing costs. But with the increasing requirement to ensure personal data is securely stored and access controlled, costs of storage or transportation could add to this total significantly.

Given these cost reductions accounted for above alone, the initial system investment in mstore for education could be returned in 8.5 months.

Any rise in requests for personal data through the General Data Protection Regulation (GDPR) from May exercised as right to erasure or subject access requests could put further pressure on scarce school resources. Ensuring the right documents or information is only a click or two away will further enhance the financial appeal of moving away from cumbersome and archaic paper-based systems such as school and personnel records.

This demonstrates that effective technology that enables safeguarding, compliance, and productivity and removes unwieldy and unsecure archives can be embraced within limited school budgets. mstore for education delivers a wealth of benefits and transforming how school teams work with paper for the better, bringing innovation within grasp and transforming the workload of key staff.

Check out the usage analysis study in more detail and browse other resouces for education here, including recent webinars on practical approaches to the GDPR for education.

 

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