Case Studies

E-filing made easy

Objective:

The Faculty of Science was spending an exorbitant 12-15 hours manually sending emails to science students in bulk. There were approximately 720 emails needed to be sent regarding important information about the faculty’s mandatory Risk Policy.

Solution:

The Faculty of Science reached out to ARMS for help. We then created an easy, paperless e-filing system to ease the problem. First, we converted the emails to PDF (or TIFF) format. Our scanning software then selected the SID from the image and automatically deposited the email into the relevant student file.

Result:

It took our software less than 1.5 hours to auto e-file the 720 emails to students, saving time and hassle. If you are in similar situation and would like to work out a solution, do not hesitate to contact us to

Space saving techniques

Objective:

The Cashiers Office, Financial Control and Treasury Office at The University of Sydney handles hundreds of financial transactions each day. As part of this receipting process, voluminous amounts of these forms and documents are retained for a minimum of 7 years. Previously, when the Cashiers Office was located in the Margaret Telfer building, there was ample storage space for these documents. However, when the Cashiers Office moved, there was not enough room to store a years worth of records. This proved very problematic for the amounts of paperwork coming in.

Solution:

In April 2011, ARMS introduced and implemented their electronic recordkeeping system to the Cashiers Office, saving immense storage space. Utilizing the University’s existing Canon multifunction device and Adobe Pro 9, we were able to transform all the paper documents to searchable, electronic records. The digitalized documents went through a thorough quality check before being sent to the Records Online (ROL) database. The original paper records were boxed and stored for a minimum of 6 months, once the annual financial auditing had been completed.

Result:

More than just a space-saving technique, one of the additional benefits to digitalizing the Cashiers records was the accessibility of the files. If a client inquires about a transaction now, the Cashiers staff simply needs to search an amount, cost code, dollar value and/or a name in ROL to access it. This is vastly different to the old technique of manually searching through hundreds of paper batches. A similar solution was also implemented for the University’s Fleet Management.

If you are in similar situation and would like to work out a solution, do not hesitate to contact us to

Streamlining scanning processes

Objective:

The Sydney Medical School (SMS) Administration handles the admission and documentation for the postgraduate student administration of Medicine, Nursing, Dentistry and Pharmacy Schools combined. This amounts to a great deal of paperwork.

Solution:

When SMS Administration began scanning and uploading their files via Records Online, ARMS offered to streamline this process to ensure the files could be uploaded in bulk and completely automated through our Ezescan software. To do this, barcodes were embedded in SMS’s document templates, ensuring each barcode was standardized with an agreed naming convention. Using Ezescan, these barcodes automatically named the documents and attached them to the correct student file in TRIM. SMS then conducted a quality check on the uploaded documents to ensure the electronic copies were replicas of the paper versions.

Result:

The automated scanning process saved a lot of time for SMS. The paper copies were legally allowed to be destroyed 6 months later, in accordance to retention requirements set by State Records. New SMS files are now directly uploaded to Records Online, eliminating extra work and assuring quality throughout all documents. If you are in similar situation and would like to work out a solution, do not hesitate to contact us to

Disaster prevention

Over the 2013 Christmas break, an air conditioning leak damaged official university files. Fortunately, the damaged files were recently converted into electronic files using our back-scanning and TRIM system, and were readily available at Records Online (ROL). Once uploaded to the TRIM server, the electronic files were easily readable, and therefore safeguarded against future office accidents and computer breakdowns.

Office spaces and places around the university have many hazards that can compromise the status of files. Safe guard your records against cases like these by preparing well and contacting ARMS to organise a solution.

If you are in similar situation and would like to work out a solution or seek advice, do not hesitate to contact us to