Case Study: National Collegiate Athletic Association
About The National Collegiate Athletic Association (NCAA)
The National Collegiate Athletic Association (NCAA) regulates athletes of college institutions, conferences, organizations, and individuals. Each year, high school athletes who want to take their talents to college send in their transcripts to the NCAA. The NCAA receives about 100,000 transcripts a year, the bulk of which arrive in summer. The process of receiving, reviewing and managing these transcripts must maintain the utmost integrity, as the association is handling sensitive student information.
For improved document processing efficiency, increased turnaround time and reduced costs, off-site processing with Ricoh's Digital Imaging Services was the answer.
With both electronic and paper-based transcripts coming in at various volumes (20,000 in summer months and 4,000 in non-summer months), the NCAA challenged us to come up with a better way for them to process these transcripts.
In any given year, it is unknown how many students will register with the eligibility center and seek certification through the NCAA. Consequently, the NCAA estimates that nearly 65% of their volume costs are variable.
We recommended offsite processing with Ricoh's Digital Imaging Services, which could improve document processing efficiency, increase turnaround time and reduce costs by:
Aligning cost with volume of documents processed.
Reducing onsite mail staff and processing equipment.
Decreasing follow-up call volumes.
Aligning their paper-based workflow with their established e-transcript process.
The NCAA agreed to a six-month pilot program with us, where we were able to demonstrate the process and how we could better meet their document needs. We showed the NCAA that when we moved these documents to our offsite processing facility, our staff would follow rigorous chain-of-custody protocols to ensure the integrity of each transcript — from the time it leaves the eligibility center to the time it’s processed and delivered. We were able to demonstrate our secure and seamless automated processes for scanning, indexing and classifying each transcript. We even proved that this new process could accommodate the necessary file format and upload requirements as the eligibility center migrated to SharePoint® as the repository where all transcript information would live.
Four months into the six-month pilot program, the NCAA was pleased with the service. They selected us to take over transcript processing just before the busy summer months. Nearly all transcripts from that day forward were sent to our document processing center.