Education (Learning Centres) & Document Management

Learn what Tokairo can do for you today.

Tokairo has integrated TokOpen with the leading Learning Centre systems to provide online access to student, finance, faculty and other educational documents directly from existing system screens.

Increased budget pressures and the need to comply with new education regulatory compliance places greater pressure on Learning Centres to improve how they manage student and Learning Centre documents and files.

Tokairo is working with learning centres, colleges and schools both in Europe and America to streamline their existing process and improve their disaster recovery capabilities.

Processes frequently addressed using TokOpen include:

Pre-enrolment: manage enquiries, general correspondence and application forms with access to the Enrolment System screens.
Enrolment: manage Enrolment forms, Fees discount evidence, signed learning agreements providing staff with online access to student enrolment documentation directly from existing system screens.
Student tracking and Pastoral care: manage pastoral or academic reports and reviews, UCAS subject references and leavers forms, storing these documents along with others automatically into online Student Folders.
Finance: manage sales, customer's invoices, the approval process (refer to Accounts Payable & Receivable) along with other Finance related documentation.
Learning Difficulties and Disabilities (LDD): manage transport forms, Learning aid requests automatically saving these documents into the correct folders for online access from existing systems.
Staff files, Polices & Procedures: support the Human Resources and Payroll manage staff contracts, professional development documents and references along with other staff documentation typically stored in staff files.
Enforce Freedom of Information and Data Protection: maintain a single document store across the learning centre using TokOpen to enforce file and document access restricting what documents and data within a document students and staff are permitted to view.

Documents frequently managed include; general student correspondence, enquiries, application forms, enrolment forms, fees discount evidence, signed learning agreements, qualifications on entry, reports, pastoral and learning materials, UCAS subject references and leavers forms, EMA documents, parking space requests, invoices, credit notes, purchase orders, claim forms, general files, emails; in fact any type of document with any extension.

Other benefits delivered include:

Make substantial savings on administration time and reduce printing, paper, distribution, postage and photocopying costs.
Free up valuable office/academic space by removing filing cabinets.
Improve service standards by improving staff access to student records and the management of these documents.
Enforce regulatory compliance with regulators, for example, OFSTED, Data Protection and Freedom of Information acts, while also adhering to auditor requirements.
Improve staff efficiencies and performance by providing on line access using both simple and detailed searches.
Centrally manage and never loose a document and enforce 24 hour / 7 days a week disaster recovery and on line access to student and staff records.
Link existing systems with related documents providing staff with access to documents they are permitted to access directly from these existing systems.
Quickly deploy the document management systems across the Learning Centre using existing hardware, i.e. copiers to scan, and providing online access to files and documents using a standard web browser.

For more information to save money and be compliant please call +44 (0) 1908 366 388 or click here to complete our online enquiry form.