Paperless Files

"Each four-drawer file cabinet holds an average of 10,000 to 12,000 documents, takes up to 9 square feet of floor space, and costs $1,500 per year. Plus every 12 filing cabinets require an additional employee to maintain."

Maintaining
Digital Files

Student Registration

Parent Communications

Managing Files

The typical cost to retrieve a single document from a file cabinet has been estimated by experts to be $30. Our system allows authorized staff to access files from their desktop computer. The files can be printed, sent as an attachment, emailed or faxed. Think of the steps that have to be taken when a request comes from a school needing documents,:

1. The registrar gets up from her desk, goes to a file cabinet to physically find the file.

2. The registrar has to shuffle through the file to find the appropriate documents.

3. The documents must be scanned.

4. The documents must be named

5. The documents have to be saved onto the registrar’s computer.

6. The registrar then has to attach the document to the TRex system to send it.

7. The documents have to be placed back into the folder.

8. The folder has to be placed back into the file cabinet. And that’s assuming the file can be found in the first place.

On a good day, this process can take a few hours to complete, on a busy day… it just can’t be done. We have a better way. Our system allows registrars to handle requests for documents with a few simple mouse clicks from their desktop computer. This saves a tremendous amount of time. Time that can be used elsewhere.