Hong Kong university saves ‘at least’ $500,000 from data processes
Colleges, like other enterprises, process many paper files on a daily basis. Ranging from payroll documents among faculty and students to applications, management of these files can be extremely time consuming. At the City University of Hong Kong (CityU), the institution has saved "at least" $500,000 just from switching its database management services, according to Future Gov.
"This project provides a modern and innovative document management solution, to handle these challenges," Andy Chun, CityU's chief information officer, told the source. "Having documents in secure digitized archive allows CityU to save time in decision making, save trees and space, and greatly enhance security."
CityU's electronic document management system rolled out in 2011 in its finance and human resources departments, which handles information on more than 4,000 employees. Within three years, it has already seen 33 percent of its investment returned. CityU's approach to this transition happens in three phases, and the university is currently in the midst of the second portion of its plan. The first stage consisted of adopting bulk scanning processes and archiving personnel and payroll folders.
This system has helped the two departments to streamline operations "six or more times" more than previously, Chun explained. Each time the university made decisions on a specific staffer, it had to make copies of the individual's records. Now, performance reviews can be updated within the software. As the university begins to gain regional and international attention, the college will need to find ways to meet demand.
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