Paul Mitchell The School Streamlines Financial Aid Management Through Digital Transformation
Paul Mitchell The School, a renowned cosmetology education provider, faced challenges in managing large volumes of student financial aid documentation. Their existing paper-based system was labor-intensive and prone to misfiling, making it difficult to maintain compliance and respond to audits efficiently.
To resolve these issues, Paul Mitchell The School partnered with Imaging Office Systems (IOS) to digitize and organize their financial aid records for seamless import into the FAME financial aid management software.
The Challenge
Converting and Organizing Paper Student Financial Aid Records to digital and Integration/Import into FAME Software.
The Solution
- Collection and Preparation
Paul Mitchell The School provided IOS with physical financial aid documentation from their student records archive. These documents included FAFSA forms, verification worksheets, tax return transcripts, award letters, and other compliance materials. - High-Quality Scanning and Typing
IOS utilized high-speed scanning equipment to capture digital images of each document. Where necessary, document typing services were employed to create searchable text versions of key forms, ensuring clarity and accessibility. - Indexing by Student ID
Each document was carefully indexed according to the unique Student ID assigned by Paul Mitchell The School. This allowed for accurate digital filing, facilitating quick look up and efficient organization of records. - Structured Import into FAME Software
After digitization and indexing, the records were formatted according to the import specifications required by the FAME system. IOS delivered structured data and digital files in a format that allowed seamless ingestion by the FAME platform.
The Result
- Improved Organization – Records are now accessible by Student ID, reducing time spent searching for files.
- Audit Readiness – Digital records improve compliance with financial aid documentation regulations.
- Software Integration – Seamless data import into FAME reduced manual entry and administrative burden.
- Enhanced Accessibility – Staff can now retrieve and review documents from a centralized digital system.
- Cost and Time Savings – Reduced physical storage needs and eliminated manual processing tasks.
How Paul Mitchell Benefited from Working with Imaging Office Systems
“Imaging Office Systems was instrumental in helping our school go completely paperless/digital. They were able to work with FAME (our SIS company) to import our files into their document management system.
We appreciated Imaging Office Systems partnership with us from collecting the files, to scanning documents, to formatting them with FAME. Not only did they provide a quality service but kept us informed of each step of the process until completion.
This integration gave us the jump we needed to become digital, and we are grateful to have partnered with Imaging Office Systems to accomplish this.”
Tina Bridgman
Operations Leader
The Bottom Line
Imaging Office Systems helped Paul Mitchell The School modernize its financial aid document handling process by converting paper records into a fully digital, organized, and accessible system. With documents indexed by Student ID and imported into the FAME software platform, the school is better positioned to manage compliance, support staff efficiency, and ensure timely student aid processing.
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