Student Records

Throughout all stages of the college experience, student data goes through step-by-step workflows that rely on staff in siloed departments to take decisive actions. Unfortunately, without a centralized, intuitive data management system, making informed decisions can be problematic — leading to disruptions in processes and errors caused by data redundancies. With Ricoh's Student Records, we can centralize and categorize your data to make it easier to access and manage, helping your staff to work more efficiently.

Make data in your student information system easily accessible campus-wide.

When it comes to workflow agility, university staff need the ability to manage internal administrative tasks while also communicating where students are in the process with other departments. Some of the ways we can help you to streamline workflows within and between university departments include:

• Customizing, tracking and analyzing your outreach campaign when recruiting students

• Converting paper documents — such as university transcripts — into easily accessible digital data during the admissions process

• Enhancing the student experience by simplifying course registration each semester to help increase student retention

• Streamlining data management post-graduation — making transfers to advanced educational institutions and alumni relations run smoothly

We can also streamline how staff in different departments access information as it changes hands by scrubbing your student data to reduce redundancies, and feeding it into your student information system (SIS) to make the data easier to locate and manage. This also enables staff in various departments to easily tap into the same data analytics; helping to ensure that the student data you use is accurate and consistent during every step of each student's educational journey.

Implement solutions that support compliance and help reduce student data risks.

When a high number of employees are accessing student data across campus on a variety of devices, you want to make sure security protocols are in place to help protect this information. We can provide authentication solutions that require employees to use passcodes to access certain types of data — helping to ensure that faculty and staff can only access the data they need.

As different departments become accountable for student data over the course of a student's time at the university, our File Analysis Services can help to make ownership of this data clear by mapping it as it moves through the process. Creating an audit trail of data ownership is a proactive approach to eDiscovery that helps you to reduce litigation risks and streamline procedures for staying compliant with FERPA and other industry regulations.

We can also help to improve information governance and cyber security by tailoring a variety of out-of-the-box data security features to fit your university's specific needs, including:

• Role-based authorization

• DoD 5015.2- and VERS-certified records management

• Security watermarks

• Cloud backup for disaster recovery