Document Management for Education
Streamline regulatory compliance and boost academic quality assurance with M-Files
The complete system for compliance and academic quality assurance
Education providers such as Registered Training Organisations (RTOs) in Australia must navigate a complex landscape of regulatory requirements, increasing data volumes, and the constant need to maintain accurate and accessible information.
For Australian education providers, this often translates into an information management struggle, hindering productivity and potentially impacting compliance. Common challenges include:
- Difficulty maintaining current policies and procedures
- Time-consuming ASQA audit preparation
- Managing data accessibility, and security
- Staff time wasted searching for the correct document
- Version control for critical documents such as student records
- Securely sharing documents such as teaching materials with casual/contract teaching staff
- Information access across different campuses and training locations
These issues don’t just slow your team down—they increase risk and cost. We help education providers solve these challenges for good.
A single source of truth
M-Files helps education providers manage policies, procedures, student records, and quality assurance documents in one secure, intelligent system.
- A single source of truth: Eliminate information silos and ensure everyone has access to the latest version of each document. M-Files can connect to existing repositories such as network drives or SharePoint, creating a one-stop gateway for your team to find the documents they need. Automated access permissions ensure that only authorised users can see or edit confidential information.
- Faster information retrieval: By organising information utilising metadata rather than folders, M-Files allows your team to quickly locate critical documents such as student records, course learning materials, and academic policies, minimising downtime and boosting productivity.
- Automated workflows: Automating business processes like student grade appeals or subject reviews using M-Files workflows streamlines operations, reduces manual processing errors, and ensures compliance with internal business rules.
- Natively integrated with Microsoft 365: Create documents from within M-Files using your familiar M365 desktop apps. Save emails from Outlook to M-Files with metadata such as student and course, enabling unprecedented visibility over client correspondence.
- Records management and retention made simple:
M-Files supports structured records management to ensure compliance with record keeping obligations. Apply retention rules based on document type or regulatory requirement. Automatically archive records when files are closed. Schedule automatic destruction of records when a retention period expires.
Enhanced quality assurance and regulatory compliance
M-Files is built specifically with compliance and quality management in mind, allowing you to reduce risk and approach quality assurance audits with confidence.
- The gold standard for SOP and controlled document management: M-Files ensures that your team only ever sees the latest approved version of SOPs and other controlled documents. Automated workflows speed up document review and approval, with superseded versions automatically superseded. M-Files sets the standard for document control, saving admins hours for each document revision.
- Rigorous document training records: "I didn't see that SOP". Guard against litigation exposure with automated training assignments linked to new and updated SOPs, policies and other important quality documents. Easily track completed, pending, and overdue document training assignments with M-Files.
- Audits made easy: M-Files maintains tamper-proof audit trails of who worked on a document and when. M-Files' metadata structure makes it easy to locate and export documents when requested by auditors, saving on time and cost.
- Streamline quality assurance: M-Files allows for easy management and tracking of initiatives around academic quality assurance and continuous improvement. For example, corrective action initiatives can be raised and their implementation tracked within the M-Files platform, providing a valuable evidence trail for future audits.
Reduced risk
M-Files is an intelligent information management platform that can help education providers reduce business risk. From digitising hard copy records to granular information access permissions, M-Files helps reduce your organisation's exposure to adverse compliance audit findings and information security risks:
- Robust data security:
Digitising documents such as student records eliminates the need for physical storage, freeing up space and reducing storage-related expenses. M-Files is hosted in highly-secure Microsoft Azure cloud infrastructure within Australian data centres. Multi-factor authentication is supported, providing protection against data breaches and unauthorised access.
- Granular access management:
M-Files employs
robust and flexible access control and permissions management, ensuring only authorised users have access to sensitive documents. Access permissions are applied automatically depending on a document's classification, significantly reducing system administration costs.
- Enhanced compliance with internal business rules:
M-Files workflows ensure that prescribed business rules are followed and that approval steps are not missed. This helps create defensible audit trails of decision making when audit time rolls around.
- Mandatory, automatic document training assignments: M-Files automatically sends training assignments to affected staff when a new or updated document such as a SOP or policy is published. This creates tamper-proof audit trails of who was trained on what document version, and when.
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