Institutes are making determined efforts to become paperless. From enquiry and admission forms to online exams and student feedback, applying for and issuing certificates, and leave applications—all are moving online. The e-Documents Management module of ECAS facilitates all these tasks, transforming your institution’s operations with digitization and streamlined workflows.
Every member (staff, teachers, administrators, etc.) is assigned specific permissions to upload and view documents relevant to their role. This ensures that document access is controlled and secure, meeting institutional policy.
Types of documents managed include reports, forms, academic content, administrative memos, circulars, certificates, and more. Documents can be categorized so that staff see what they need, students see what applies to them, and administrators see aggregated records.
The system shows a summary of documents uploaded by a user, as well as ones shared with them, with intuitive navigation to view documents by category, date, uploader, and access rights.
Staff members can apply for leaves online, with the interface showing a tally of leave types consumed and available, making planning simpler.
Leave requests are routed through approval workflows, where forwarders or sanctioning authorities can review past leave history and make informed decisions.
Once approved or rejected, notifications are sent, and records are stored securely for future reference—no paper forms, no manual follow‑ups.
Notices, circulars, announcements are uploaded in downloadable formats (e.g. PDF, DOC/DOCX). Members are grouped (students, staff, all-members) so that each gets relevant content.
Role-based access ensures that certain notices are only visible to particular categories; e‑g, exam notices only to students, administrative memos only to staff, etc.
The system maintains an archive of all past circulars and notices, supporting search/filter by date, category, or uploader.
ECAS supports uploading of various common document formats: DOC / DOCX, PDF, XLS / XLSX, and JPEG / image formats.
Files are stored with permissions and versioning (if implemented) to ensure integrity and traceability.
Upload limits & file size restrictions can be configured per role or document type, keeping server management efficient.
Role-Based Access Control: Users see only what they need; administrators define who uploads, who views, and who downloads.
Secure & Compliant Storage: All documents are stored securely; access is audited; sensitive information (certificates, leave data) handled with confidentiality.
Paperless Workflow: Reduced printing cost, fewer delays, less risk of lost documents.
Improved Communication: Faster distribution of notices, circulars, memos. Stakeholders stay informed.
Transparency & Tracking: Know who submitted what, when; track leave approvals, document revisions, and download history.
Support for Multiple File Types: Ensures compatibility with common document formats used in academic and administrative settings.
Institutions (schools, colleges, universities) aiming to reduce paper usage and manual administration.
Administrative staff desiring better document version control and audit trails.
Teachers / faculty wanting easy access to circulars, notices, academic materials.
Students needing access to relevant documents (certificates, circulars) from anywhere.
Human Resources or leave administration teams needing streamlined leave request / sanction workflows.
Q: Can different roles have different upload/view permissions?
A: Yes. Permissions can be defined per member type (student, teacher, admin) so that uploading, viewing, or downloading rights are controlled.
Q: What happens if a staff member uploads wrong document?
A: The system supports document replacement or versioning (if activated), with auditing so you can see who uploaded what and when.
Q: Does the module support mobile access?
A: If your institution uses ECAS mobile app (if available), documents, circulars, notices are accessible via mobile dashboard or app.
Q: Are documents backed up / secured?
A: Yes. Being an ISO 27001 & ISO 9001 certified organization, ECAS ensures data security, encrypted storage, and regular backups.
Q: What is the maximum file size or storage limits?
A: That depends on your institution’s ECAS plan and server capacity. Admins can set file size limits per document type.
Addmen Group Copyright 2024. All Rights Reserved.
