Transcripts used to mean manual scanning, endless downloads, and re-keying data by hand. Hector and team built us a single automated pipeline — what used to be a peak-enrollment bottleneck is now something we barely think about.
Admissions and Records Manager
Before Hector, we spent weeks manually reconciling financial aid forms — especially during Pell Grant season. Now forms flow straight into Banner automatically, and our staff finally has time for students instead of paperwork
Financial Aid Director
Streamlined Intake
Transcript Processing — Automated Import & ERP Integration
Challenge: A community college’s student services team processed all transcripts manually — paper and PDF — including time-consuming manual scanning of paper documents and manually downloading PDF transcripts from Parchment to upload into the EDMS, plus manual data entry into the ERP. This created bottlenecks during peak enrollment and left no consistent way to track status.
Solution: Automated import processes were built for both paper and PDF transcripts. Paper transcripts are now scanned and processed through automated document capture with OCR, which routes them automatically — with manual validation queues still in place to verify data integrity before records move forward. PDF transcripts are ingested automatically via an SFTP integration with Parchment — eliminating the manual download-and-upload process. The eTranscript California XAP Communicator was also configured alongside a PESC-standard EDI import processor within the EDMS, establishing electronic transcript exchange capability the college didn’t previously have. Once inside the EDMS, transcripts route through validation workflows — a mix of automated and manual verification queues — before student and course data is extracted and pushed directly into the school’s ERP system.
Result: Transcripts now move through a single, standardized pipeline across paper, PDF, and newly-enabled EDI formats — eliminating the manual downloading, uploading, and re-keying that previously slowed processing down, while retaining manual validation where data integrity requires it. Staff gained real-time visibility into where each transcript stands, replacing a process that had no consistent tracking before.
Benefits:
- Automates document capture and routing via OCR, reducing manual scanning workload
- Automates PDF intake via SFTP integration with Parchment
- Adds EDI transcript exchange via eTranscript California
- Faster turnaround for enrollment, transfer, and degree audits
Digitally Transformed
Legacy ECMS Migration & Records Management Overhaul
Challenge: A community college was operating on a legacy ECMS that no longer supported its evolving records management needs — records were inconsistently classified, retention schedules were outdated or unclear, and staff lacked standardized processes for filing, access, and retrieval. Migrating years of historical records without losing structure, compliance, or searchability required more than a simple system swap.
Solution: A comprehensive records and information management engagement was conducted alongside the ECMS migration. This included a full records inventory and classification review, development of updated filing plans and retention schedules, and business process mapping to redesign inefficient workflows. Access control structures were also established to govern who could view, edit, or manage records, along with standardized search and retrieval processes to ensure information could be found quickly and reliably post-migration. A structured UAT plan ensured the new system and processes were validated by actual end users before go-live.
Result: Over 7 million files were successfully migrated from the legacy system to the new ECMS, with a 99%+ success rate, giving the college a modern platform built on standardized, audit-ready records governance.
Benefits:
- Standardized classification and retention schedules
- Improved workflows through business process mapping
- Defined access controls for sensitive records
- Faster, more reliable search and retrieval
Built for Efficiency
Financial Aid Forms — Automated Import & ERP Integration
Challenge: A college’s financial aid office collected student forms online but had no way to import them into their EDMS or connect them to Banner, their ERP system — leaving staff to manually reconcile forms with student records, causing delays during peak Pell Grant disbursement periods.
Solution: A fully automated, two-stage workflow was built. The first process ingests, classifies, and indexes incoming forms, importing them directly into the EDMS. The second extracts student data and routes it directly into Banner — no manual re-entry required.
Result: By mid-November, the college had verified 76% of 2019-2020 aid files, up from 54% the prior year. Across the fall 2019 disbursement cycle, this meant 6,422 more students receiving Pell Grants and $4,351,674 in additional grant dollars reaching students — aid that would otherwise have been delayed.
Additional benefits:
- Real-time document status updates, eliminating manual in-take errors
- Student file review time cut by a minimum of 2 weeks
- More students reaching Ready for Disbursement, speeding fund delivery
- Staff freed up for one-on-one student support instead of paperwork