Decreased reliance on paper
Before VCCS implemented Hyland solutions, the number of digital documents leveraged across campus “was almost zero,” said Emilio Acevedo, manager of access and content applications at VCCS. In 2022, the institution added nearly 650,000 documents to Perceptive Content. As of January 2023, more than 8.5 million documents are presently managed in the system.
Additionally, with the help of Brainware for Transcripts, VCCS can process up to 125,000 transcripts a year, which saves considerable printing costs and frees up valuable office space.
Enhanced engagement for students and employees
The Hyland solutions helped VCCS staff by freeing them up for higher-value, more engaging work. They also empowered students to access and update information from any location in real time. Both of these features are essential to meeting the expectations of 21st-century staff and students.
Improved accuracy and decreased risk
Johnson said that the Hyland solutions allowed VCCS employees to have better efficiencies with processing documentation. Before, she added, “There was always that risk of losing an important piece of paper.” Now, however, “they’re not losing paper or shuffling paper around,” but instead are closing the loop in departmental workflows in a timely manner and with fewer errors.
As Hyland software continues to generate measurable value across VCCS, the next steps are further expansion. Departments are hearing about the benefits via word of mouth from someone in another department, “or somebody in IT will overhear a conversation and say, ‘Hey, we’ve got the perfect solution for you,’” Johnson said. Their plan includes moving all users to the web client, demoing the software to the rest of the user groups as well as considering implementing Brainware for Invoices at its shared services center.
“We, of course, want to expand the use of Hyland solutions to more departments as well as enhance the workflows that are already in use — and create some that are not,” she added.