FAQs

Frequently Asked Questions

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+ How long has the company been in business?
FolderWave, incorporated in June of 2000, is an innovative "Cloud" based solutions and services company with a fully integrated family of complete business processes delivered via the Internet to the Education Industry. FolderWave's main offices are in Westford, Massachusetts.

+ What partnerships does the company have?
FolderWave has exciting strategic partnerships with:

  • A national document handling firm that provides all the scalable and highly reliable paper-handling processes, including scanning, data capture and mail handling.
  • A tier-1 provider of hosting services providing FolderWave a highly secure and reliable hosting environment, including services such as server management, intrusion detection, managed security, high availability, and backup services.

+ Is your Company Cloud-based?
Yes. FolderWave’s Technology, applications and services are entirely web-based which allows us the ability to offer flexible and adaptable solutions. With our Cloud-based infrastructure we can host our solutions and create specific environments for different customers. As a result we can relieve your IT shop of another burden they would normally have to install, implement, integrate, maintain, upgrade and service the hardware and software.

+ What products does FolderWave offer?
FolderWave’s products contain modules such as:
  • Online Application (Generic)
  • Inquiry
  • Undergraduate Admissions
  • Graduate Admissions
  • Financial Aid
  • Academic Records
  • Transcripts
  • Contract and Grant administration
  • Development Office
These modules will allow critical information to be managed in a fully integrated framework allowing the student to move through the admissions and entry process much faster and with greater efficiency than ever before.

+ How does FolderWave deliver their solutions?
FolderWave delivers complex high volume applications in near real time as a service via the Internet. This approach has enabled FolderWave to develop, install and support complex applications in a fraction of the time and at a much lower cost than traditional methods. Initial implementations are measured in weeks. All of this results in rapid deployment of complex applications with minimal disruption and minimal demand on existing IT infrastructure.

+ What type of results can your solutions provide?
  • Implement, update and enhance critical systems in weeks, not months or years
  • Rapidly implement dramatic improvement in processes and efficiency
  • System conforms to the way you operate rather than vice versa
  • Cost-effective path for growth
  • Legacy systems life extended
  • Optimized enrollment process through optimized class demographics
  • Improved service to your students and their family
  • No capital equipment expenditures
  • No periodic and expensive technology updates
  • The complete process. Everything from Document and Data Management through System Integration and your specific workflow, including training and updates.

+ What is the implementation timeframe?
We have a methodology that is 90 days, but the implementation timeframe largely depends on the institution’s timing needs and customer availability.

+ Our SIS system has these pieces as well, how are these different?
There are several systems on the market today that provide robust back end administrative functions. What they do not do well is to manage the work process. Typically in most operational areas, there is a significant expense and effort tied to collecting data from many sources and efficiently processing the information.

At most campuses today this is done with heavy paper processing which is highly inefficient. FolderWave solutions focus on the “case” including technologies such as document management, workflow, and data management, which create a highly efficient process solution. Integrating this information into your SIS creates a powerful synergy that maximizes the potential of your SIS, while streamlining inefficient processes that the SIS often does not address.

+ If we already have a scanning process, why do we need FolderWave?
Scanning and document management is just one segment of the FolderWave service. Critical information resides in many other formats and is supplied by a variety of sources both inside and outside of the organization. FolderWave manages all of this.

And most importantly, scanning and other forms of document management is just the beginning. FolderWave integrates all the required information into a complete process (application) delivered as a service over the Internet.

+ What does FolderWave's complete business process include?
Our complete process includes everything from document and data management through system integration and your specific workflow. We also provide installation, training and updates.

+ There are lots of document management companies out there, how are you different?
We help you manage the process and eliminate the capital equipment and paper intensive processes from your environment. Typical imaging companies sell you a toolkit and some software for scanning, indexing and viewing. You not only have to buy the software, but develop the application and do the work yourself. FolderWave does all of that for you and provides the fully integrated solution as a service via the Internet, As a result, you do not have to invest in high volume, expensive capital equipment, or hire large temporary staffs to get through the paper process each year.

Traditional approaches of integrated imaging allow you to pop up a document when you are looking at someone, but do little to integrate workflow rules which are critical to timely delivery of information. This approach also often does not accommodate other document types in the mix. Video clips, voice files, spreadsheets all are part of the documentation trail. With many of the imaging tools, each time you upgrade the revision of your administrative system you have to be careful that fields on the screen did not change by one location or the integration will not work. Continually maintaining the integration from each software update creates maintenance headaches you don't need.

+ Is your product Cloud-based?
FolderWave's Technology, applications and services are entirely web-based which allows us the ability to offer it as a service. With our cloud-based infrastructure we can host our solutions and create specific environments for different customers. As a result we can relieve your IT shop of another burden they would normally have to install, implement, integrate maintain, upgrade and service the hardware and software.

+ What have your customers seen as the key benefits of your solution?
FolderWave solutions, implemented in key areas at highly prestigious institutions, have addressed and significantly improved processes and demonstrated value in a tangible way by:
  • Increasing FTE capacity by eliminating high volume paper processes
  • Saving floor and storage space
  • Decreasing copying, and supplies purchases
  • Eliminating inefficient capital equipment purchases for scanners and servers
  • Decreasing training time for new employees
  • Supporting large volume increases and spikes without adding personnel/overtime
  • Reducing processing time from months to weeks
FolderWave’s primary goals are in improving case flow and significantly affecting the institution's ability to make more informed decisions, leading to improve class demographics with proven results. Institutions have seen the following intangible aspects:
  • Better service to applicants through self service and information available at staff’s fingertips
  • Easily accessible knowledge information (reporting)
  • Framework for growth and expansion
  • Advanced technology position
  • Reduce technical maintenance of mainframe
  • Eliminate mundane work (from paper)
  • Improved front end to current systems
  • Improvement in retention (morale)
  • Increased capacity to provide more direct contact with applicants
  • Remote access for admissions fairs/recruiting

+ How do you integrate with back end systems?
FolderWave minimizes the implementation effort and the impact on your IT shop while extending the life of valuable legacy systems. We do this by providing an interface strategy that complies as closely as possible with the native language of your SIS and other installed products. Our native language is XML, however we recognize not all systems are there yet. As a result, we can supply integration methodologies that meet your specific needs.

+ How are your solutions and services priced?
We typically charge a small up-front fee to provide customization implementation, integration, and training. This includes a detailed analysis of your business process. We then bill on an annual per case fee which is determined after a review of your current environment and is all inclusive.

+ Is there a charge for upgrades and enhancements?
No, the per-case fee on an annual basis entitles you to all maintenance, upgrades and updates to the solution.

+ How do you determine the Return on Investment (ROI)?
FolderWave has developed an extensive potential ROI assessment program. It is sourced with data provided by end users and has proven to be quite accurate. Most institutions have seen an ROI in as little as 18 months.

+ We are a small school, is it too expensive for us?
No. The per-case pricing allows the cost to scale up and down based on your institution's size.

+ Who owns the data you collect on your servers?
The data and documents are the property of the institution. FolderWave simply hosts the information offsite in a highly secure facility, away from many of the issues and complexities that are found on campus.

+ Is the data secured?
Yes. Security is extremely important and has been configured into the FolderWave offerings at multiple levels. We have highly secure facilities and infrastructure that is constantly monitored and use multiple technologies for encryption, secure networks and authentication of access. FolderWave and its subcontractors routinely perform security audits and encourage all customers to do so.


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