The Problem

Polk State College experienced rapid growth over the course of four years, increasing its attendance by 66%. Despite this impressive expansion, the college’s registration and filing system remained stuck in the past, causing headaches for staff members and students alike. The administrative staff were struggling to juggle the needs of all of their students and the high workload required by their traditional paper filing system. In turn, students were frustrated by misfiled documents, an inefficient filing system, and slower turnaround times than many expected from a modern university.  

Polk State College needed a solution that could improve the quality of service they could provide their students—without breaking their budget. Kathy Bucklew, the Director of Enrollment & Services, quickly identified DocuPhase as the ideal partner to solve Polk State College’s document management and form woes. 

DocuPhase's Impact

After bringing in DocuPhase’s Document Management and Web Forms solutions, enrollment began to see results. The average administrative workload was reduced by approximately 80 hours per week, providing relief to Polk State College’s office staff. Additionally, DocuPhase’s intuitive Document Management helped streamline and enhance the registration and record-keeping process, providing students with more accurate and easier access to their important documents. 

Given the success of DocuPhase’s solutions in enrollment, Polk State College quickly decided to implement it in other departments, creating cohesive document requirements throughout the college at large.  

The strategic partnership between DocuPhase and Polk State College enabled the university to better serve its student community, improving overall efficiency and better positioning them for continued success.