A prominent health science university located in Saudi Arabia has taken a step to streamline its digitalization of its institutions through the implementation of Hyland OnBase, with Accely providing licenses and a complete implementation. As the university expands their academic and research activities and collaborations with clinical partners, the quantity of documents in admissions and academics, HR, and compliance has risen substantially. This initiative is a decision to modernize the governance of content as well as improve efficiency and alignment with the regulatory environment.
The transformation is anchored to OnBase Content Management Software that will allow the university to consolidate document storage as well as automate workflows and create security-based access to crucial data. Before taking this decision, the departments worked in using offline or semi-digital processes. This resulted in, approvals being slower, inconsistent access to information, and additional manual effort for audits. A centralized digital repository will help the university to standardize document access and reduce dependency on department-specific files, supporting better coordination between faculties and administrative teams.
Strengthening Governance and Information Accessibility
As part of the implementation, the university leveraged the Enterprise Content Management Platform to improve processes that require documents like student records management, faculty onboarding and accreditation documents and research administration. Automated workflows replaced manual routes to ensure transparency, consistency and compliance with institutional and regulatory requirements. This change was a challenge to traditional models of academic administration by reducing dependency on physical files as well as fragmented systems.
Driving Long-Term Institutional Value
This OnBase implementation has tangible benefits, such as quicker turnaround times, better security of data and an improved ability to conduct audits. Administrative staff will have more transparency, while students and faculty will have rapid access to accurate information. Furthermore, the structure’s scalable nature will allow for growth in the future which allows the university to add new programs and initiatives without interruption in its operations.
By partnering with Accely for its digital transformation services, the University has aligned its investments in technology with longer-term goals of both operations as well as academic. This will lead to an environment that is stable and sustainable for managing content that allows the university to concentrate on research, education, and innovation while also providing an effective governance system as well as operational excellence.
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