With enrollment and workloads growing as staffing levels held steady, Southern Regional Technical College (SRTC) faced mounting pressure to deliver fast, consistent student support across its multi-campus system in Georgia.
Reliant on paper records and interoffice mail, departments struggled with slow file access, inconsistent service, costly printing, and storage overhead.
To streamline operations and protect student data, SRTC adopted the Softdocs Platform. The institution leveraged Softdocs to digitize student records and prepare for future-state transformation with eForms.
Challenges: Outdated File Rooms and Physical Transfers
Before Softdocs, each SRTC campus had its own file room packed with years of student records. As students moved between campuses, staff had to physically transfer files, often through interoffice mail that ran just once per day.
A simple request on a Thursday might not be fulfilled until Monday, creating multi-day delays and risking student drop-off during key decision moments.
Why Softdocs: Built for Higher Education, Ready for Scale
SRTC selected Softdocs after evaluating the solution and considering peer feedback. What stood out?
- Purpose-built for higher ed: “We weren’t a trial run—Softdocs was already proven at other colleges.”
- Seamless Ellucian Banner integration: Student ID numbers transferred easily, enabling clean data workflows.
- User-friendly design: Accessible for staff across all technical skill levels.
Griffin also praised the support throughout the implementation process, especially the in-person training led by the Softdocs Professional Services team.
A peer demo from Chattahoochee Technical College helped inspire SRTC’s next steps. Griffin's team saw what was possible when they saw how they handled routine processes like change-of-major forms.
The example reflected real, day-to-day use cases they understood, helping staff at SRTC visualize how Softdocs could streamline their own operations.
Implementation: Digitizing Student Records
Southern Regional Technical College launched its Softdocs implementation in student affairs, beginning with admissions and registrar teams. As staff adopted digital records management, other departments—like HR—took notice and expressed interest in adopting the platform.
Softdocs enables students to submit documents electronically and staff to transfer files directly. Printing is no longer necessary, paper trails do not exist, and stronger protections are in place for student records.
Key Benefits & Results
Since migrating to the Softdocs Platform, SRTC has experienced significant improvements:
- 80%+ time savings: Reduced a week-long, 200-file manual audit process to just one day.
- Less than 1 minute to scan a 40-page file: Enabling immediate access across campuses.
- Same-day access to student records: Down from 3–5 day delays with interoffice file transfers.
- Reduced printing and storage costs: Digitized paper-heavy processes across campuses.
- Stronger disaster preparedness: Digital files ensure continuity if physical records are lost.
Moving Beyond Content to eForms
SRTC launched with document management and is now expanding to include electronic forms. The institution plans to start building forms during upcoming training sessions to automate key processes over time. Initial efforts will focus on digitizing around 20 high-use forms across student affairs and the registrar’s office, laying the foundation for more efficient workflows campus-wide.
Advice to Other Institutions: Start Small, Plan Thoughtfully
SRTC's success began with a clear understanding of internal processes. Engaging key stakeholders early, including staff and IT, helped smooth the rollout. Griffin emphasized the importance of mapping current workflows and identifying inefficiencies before implementation. Starting with a pilot in one department allowed the college to test functionality, uncover necessary adjustments, and build internal buy-in.
SRTC also invested in in-person training to ensure frontline staff could ask questions and align on new workflows. Support from the Softdocs team played a critical role. When questions came up, SRTC reached out, and Softdocs ensured they always had the right person to help.
A Student-Centered Transformation
From the beginning, Southern Regional Technical College centered its digital transformation around student impact. By digitizing records and streamlining workflows, the college eliminated delays, improved campus services, and strengthened data security. These changes boosted operational efficiency and directly supported student success.
SRTC’s approach to technology investment starts with a simple principle: if it helps the student experience, it’s worth doing. With Softdocs, the institution has built a foundation for faster service, greater resilience, and a more seamless journey for every student.
For institutions still relying on outdated systems and manual processes, the question isn’t whether to modernize, but how soon they can start.
