Free your school of problem paperwork

Arena Group

Arena works with many clients in the education sector, helping them with the common issues they face relating to the management, control and security of their vital documents. In addition to copy and print, and managed print services, Arena Group has developed mstore for Education, its own electronic document and records management system (EDRMS). mstore delivers a user-friendly mechanism to improve the whole document storage, retrieval and archiving process, whilst adding a level of security and functionality to improve legal compliance and the security of critical files.

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This is the year to finally sort problem paperwork within your school. You can improve safeguarding, productivity, space and compliance simply by improving the way you manage your student records, staff files and financial documents. Outdated ways of working can be transformed through a proven electronic document management system designed in collaboration with school business managers. Sound good? Here, school business manager Alison Jefferson shares how Durham Trinity School use mstore across student records, HR and finance...

“Clearing our filing cabinets has already created enough space to accommodate a new staff member, and we are really happy with the way mstore is transforming the way we work with documents.

“mstore was fast and easy to install; it works with our existing IT systems and software, including SIMS. We didn’t need to replace anything or learn how to use an entirely new system and the software is really straightforward to use. We can save and retrieve files quickly, and safeguarding is enforced more easily too.

Arena is very familiar with the legal obligations surrounding records management in schools, and we were confident from the start that they could help us to achieve our goals whilst remaining compliant with all of the rules. The service has been great, we have had no complaints and I have even referred other schools to them.”

The King’s School use mstore for finance and HR records. Finance manager Tammy Gaines explains: “Before we had mstore, there were folders all over the place. We have sensitive documents to protect so we kept them in locked cabinets, but we had no way of telling who had accessed what, or if they had changed things.”

UK schools are obliged to keep a record of who has accessed particular documents types such as those relating to child protection. mstore makes this easy by automatically auditing activity in the system.

mstore also saves time and space, says Tammy: “We file everything electronically now. We used to shred a lot of documents as we could not store them all; it’s reassuring to have everything backed up in case we need it. It is without doubt quicker and easier to find things in mstore rather than searching through cabinets.”

Recent analysis based on mstore's use in four education institutions shows that return on investment can be achieved within two years. Digital gets it done!

So your new (school) year’s resolution is not a tricky one to make. And with the support of Arena’s education specialists, the transition to better ways of working that finally ditch that problem paper keeps you focused on more important aspects of school life.

Visit www.arenagroup.net/education to read more case studies and access resources, or contact [email protected] / 0344 863 8000.

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