Case Study: Virtual College of Texas Document Management Solution5 Oct, 2007 By: Westbrook Tecnologies
Case Study: Virtual College of Texas Document Management Solution
Following the success in managing student records, the Austin Community
College District (ACC) expanded their use of Fortis document management software
throughout the college and implemented the solution to maintain faculty
credential files for the Virtual College of Texas (VCT). Fortis document
management software has helped ACC improve efficiency, meet compliance
regulations and improve access to documents.
Westbrook Technologies, a leader in enterprise document management software
for the mid-market and one of Deloitte and Touche's 2005 and 2006 "Fast 50"
technology companies in Connecticut, today announced that the Austin Community
College District (ACC) has expanded the implementation of Westbrook's Fortis
document management software throughout various departments at the college. ACC
is also using Fortis document management to store faculty credential files for
the Virtual College of Texas (VCT).
ACC first adopted the Fortis document management solution in 1998 to replace
their microfilm system as a more efficient and flexible method to records
management. The initial implementation proved to be an effective online resource
that connected their satellite campuses and improved access to student files for
past, current and future students. Counselors, advisors, Admissions and Early
College Start staff rely on the Fortis document management solution to obtain
transcripts and other enrollment information for students.
Fortis document management software also helps ACC in meeting various
compliance regulations, including the Family Educational Rights and Privacy Act
(FERPA) which governs how student records need to be stored, retained and
secured for privacy and the Texas Public Information Act (Government Code
Following the success in managing student records, ACC began implementation
of Fortis document management software throughout the college in the Financial
Aid department, Human Resources -Payroll, and Facilities and Construction.
Within the next year, Business Services and other departments will have their
own document repositories through Fortis. With implementations throughout the
college, ACC's document management solution has improved administrative
processes so that the college can better serve its students.
One of the most notable improvements in efficiency for ACC has been in the
Financial Aid office, which processes more than 22,000 financial aid
applications annually and awards over $44 million each year in various forms of
aid. Financial Aid Specialists annually review and process documentation for
each student, including student verification forms and if the student is a
dependent, a parent verification form. These forms contain sensitive financial
and household information and often require further research to verify accuracy
and make sure the Financial Aid office provides an award based on the correct
"We now are able to make decisions in half the time from the time we receive
the completed application until we mail the award letter. We attribute this
efficiency to the increased accessibility of the files along with improved
filing and classification of records," said Terry Bazan, Director of Financial
Thinking beyond departmental applications of Fortis, ACC decided to expand on
their success with Fortis document management software by housing faculty
credential files for the Virtual College of Texas (VCT). The VCT is a
collaborative effort amongst nearly 40 public two-year colleges to facilitate
sharing of distance learning courses among member colleges. All faculty
credential files for each member college are stored in Fortis for access by host
colleges and most recently by the Southern Association of Colleges and Schools
(SACS) during their accreditation review.
According to Ron Thomson, Director of VCT, "With credential files maintained
in Fortis document management, personnel from various locations can conveniently
access information that would be a formidable challenge if it were not available
online. In pragmatic terms, VCT would not be possible without a central
electronic repository of faculty credentials. The service provided by Fortis has
been vital to VCT member colleges' ability to meet accreditation requirements."