Educational Stack By Subject Area Scenarios Compliance FAQ
INDUSTRY Education

From Paper to Diploma.
Every student document is verified.

The document management platform for universities, high schools, K-12 schools, and libraries. On-campus pull printing, student quotas, digital records, and academic workflows—with controls that support the operational requirements of FERPA and GDPR, as well as the regional frameworks where your institution operates.

Institutional Demo View the educational stack
Universities, K-12 schools, and libraries K-12 · Higher Education · Graduate Studies Auditable traceability
Student with access to secure academic printing: QR code authentication, black-and-white copies, and student ID
The Challenge

The education sector still
relies on paper.

While the rest of the world is going digital, educational institutions continue to process enrollment, student records, and grades manually. The cost isn't just the paper—it's the time of academic staff who can't devote themselves to their true mission: teaching.

Paper
A large part of the academic processes—enrollment, transcripts, student records—still rely on paper and manual data entry.
Archive
Locating a student's physical file in the central archive takes up valuable time for academic staff.
Fees
Pull printing with student accounts reduces paper and toner usage, as well as unauthorized printing.
1 stack
Print control and academic document management on a single platform, connected end-to-end.
The Educational Stack

Two universes.
One platform.

Educational institutions face two parallel document-related challenges: controlling printing on campus (for students, faculty, and administrative staff) and managing the lifecycle of academic documents (enrollment records, student files, certificates, and diplomas). DOQSOFT addresses both with products that integrate with one another.

Universe 01

Campus Printing

Full control over institutional printing. Student fees, pull printing in libraries, payment kiosks, BYOD for cell phones and laptops, and financial reports for the treasury. Fewer supplies and fewer unauthorized prints across the entire campus.

Products: Gespage Stratus MPS Hardware
  • Automated billing per copy, monthly fees, or tiered rates (student · faculty · external)
  • CBOT recharge kiosks (cash with a currency exchange module or bank card via Nayax) or website
  • Secure pull printing: The document remains encrypted until the student authenticates using their ID card
  • Support for multiple brands (HP, Canon, Xerox, Konica, Ricoh) and multiple operating systems (Windows, Mac, iOS, Android)
Universe 02

Academic Records Management

The complete student record lifecycle. Intelligent license plate recognition, digital records with instant search, academic approval workflows, electronic signatures on official documents, and digitized historical archives.

Products: Docuo Chronoscan
  • OCR + AI-based capture of license plates, evaluations, teaching contracts, and administrative paperwork
  • Single repository containing academic metadata: student, time period, program, semester, campus
  • Configurable workflows: withdrawal requests, major changes, re-enrollment, scholarships, authorizations
  • Native electronic signature (eIDAS) for minutes, certificates, and records; for local requirements (e.g., NOM-151 in Mexico), an authorized PSC is integrated
The two worlds are connected—when a student prints their thesis in the library, it is recorded in their digital record. That end-to-end traceability It combines print control and document management into a single platform.
By area

Each area of your institution—
—has its own settings.

A single DOQSOFT deployment serves the institution's various departments, with specific permissions, metrics, and workflows for each one.

School Oversight

Enrollment records, grades, transcripts, certificates, diplomas. The area with the largest volume of documents—and the first to suffer when everything is in physical form.

  • Automatic Scanning of Ballots and Minutes (Chronoscan)
  • Digital record with the student's complete history
  • Bulk Generation of Certificates with Electronic Signatures (eIDAS)
  • Auditable withholding that helps meet RVOE requirements (operations in Mexico)

Academic Administration

Educational programs, curricula, agreements, and accreditations. Academic decisions that require traceability and formal approvals.

  • Program Approval and Accreditation Workflows
  • Repository of Versioned Curricula
  • Agreements with institutions, with a complete audit trail
  • Auditable reports for accrediting agencies and educational authorities

Libraries and Computer Labs

Pay-per-print, recharge kiosks, BYOD for students. The face of campus printing, where the experience matters.

  • CBOT physical kiosks that accept cash (exchange module) or debit cards (Nayax)
  • Secure pull printing from a cell phone or laptop
  • Free monthly allowances + pay-per-use top-ups
  • Differentiated rates (students · non-students)

Faculty Human Resources

Teaching contracts, personnel files, evaluations, pay stubs. We apply the same rigor to employment compliance as we do to academic standards.

  • Digital Onboarding of Teachers Using Electronic Signatures
  • Complete employment record (resume, contracts, certificates)
  • Teacher evaluations archived by period
  • Documentation in accordance with applicable labor regulations (e.g., the Labor Code (LFT) and NOM-035 in Mexico)

Administration and Finance

Cash management, billing, and cost control by department. Financial visibility into document processing and printing operations.

  • Automatic chargeback by race, faculty, or campus
  • Export to your accounting system using standard formats; custom integrations via development
  • Consolidated Multi-Campus Financial Reports
  • Budget Compliance Audit

IT / Systems

Integration with your LMS and SIS using standard formats, and authentication via institutional SSO. Deployment compatible with both cloud and on-premises environments, depending on your institution's policy.

  • Export and exchange using standard formats (XML, CSV, searchable PDF, CMIS, ODBC)
  • SSO with Microsoft 365, Active Directory, or LDAP
  • Docuo's documented API + custom LMS/SIS integrations provided by our development team
  • Cloud deployment (Docuo, Gespage Stratus) or on-premises deployment (Gespage) depending on institutional policy
Real-life scenarios

Four typical scenarios
in an educational institution.

These are the processes that change the fastest when an institution implements the DOQSOFT document management system.

01

Digital Registration Without Waiting in Line

The student uploads their documents from home; Chronoscan automatically extracts the data; Docuo compiles the file and triggers the approval workflow. What used to take several visits to the service counter now takes just one click and one electronic signature.

More agiledigital license plate
No linesat the counter
Stack: Chronoscan Docuo
02

The student's file, instantly

The principal needs a student's complete file for a meeting—including enrollment records, academic records, test scores, disciplinary actions, and scholarships. Instead of searching the central archive, Docuo's smart search (full-text + AI) brings up the complete file on screen.

Instantlyvs. physical file
Traceableevery audited action
Stack: Docuo
03

Pull Printing in the Library

The student sends their thesis to print from their personal laptop, goes to the library, holds their ID card up to the TCM4 reader, and releases the document. If no one picks up the document, it is automatically deleted after the configured period. No forgotten papers.

Less Paperunreleased works
InsuranceRelease by Credential
Stack: Gespage TCM4
04

K-12 Per-Print Charges

A private elementary school charges students for extra printouts. Parents top up their accounts through the school's website. Each printout is automatically deducted from the account. The monthly report goes to the finance department—without a treasurer handling cash.

No cashat school
Reconciledautomatic report
Stack: Stratus CBOT
Regulatory Compliance

Auditable compliance—
—without any extra work for your team.

The education sector is one of the most heavily regulated. DOQSOFT comes preconfigured with retention, encryption, traceability, and signing policies that support student record protection requirements and international information security standards—as well as the regional frameworks where your institution operates.

United States · Files

FERPA

We provide the operational controls—encryption, role-based access control, audit trails, and electronic signatures—that support FERPA requirements for the protection of student education records. Formal compliance is determined by each institution through its own policies; DOQSOFT provides the technical foundation.

Europe · Global

GDPR

GDPR (Regulation 2016/679) for institutions with students from the European Union or under European agreements: integrated privacy notice, data subject rights manageable through the platform, and data residency by region when required by regulation.

Information Security

ISO 27001 · ENS · GDPR

Information security framework aligned with ISO 27001, ENS (National Security Scheme), and GDPR. Encryption at rest and in transit, tenant isolation, role-based access control, and exportable audit reports—also valid for cloud deployments.

Electronic signature

eIDAS

Native eIDAS electronic signature (registered with the Spanish Ministry of Economic Affairs) for minutes, certificates, and records. For signatures with specific local evidentiary value (e.g., NOM-151 in Mexico), Docuo integrates with an authorized PSC without compromising the chain of custody.

Mexico · Regional Operations

SEP · RVOE · NOM-151

For institutions operating in Mexico: document retention in accordance with the SEP agreement, reports for RVOE inspections, and—for electronic signatures with a timestamp (NOM-151)—integration with an authorized PSC.

Latin America + Canada

LFPDPPP · LGPD · PIPEDA

Federal Law on the Protection of Personal Data (Mexico), General Data Protection Law (Brazil), and PIPEDA (Canada): integrated privacy notice, data subject rights manageable through the platform, and data residency by country when required by regulation.

Start with your institution

Let's talk about the
stack for your institution.

Most popular

Institutional Demo

60 minutes with an education sector specialist. We'll show you the tech stack tailored to your institution (university, K-12, library) with your specific document types and processes.

Schedule an institutional demo Availability this week
Free resource

Industry Guide

Download the guide to academic digitization: applicable regulations by region, recommended controls, and an implementation roadmap by DOQSOFT.

Download the PDF guide PDF · Free
Frequently Asked Questions

Frequently Asked Questions
by educational institutions.

If your question is specific to your institution, schedule a call—DOQSOFT’s education sector specialists will assist you directly.

What DOQSOFT products does a university or educational institution need?

It depends on the use case. For campus print management: Gespage + hardware (CBOT, CMPrint, TCM4). For academic document management (student records, enrollment, faculty contracts): Docuo + Chronoscan. For multi-site administrative print fleets: MPS. Most medium-sized or large institutions implement the full stack, connecting all four products.

Does DOQSOFT help ensure compliance with FERPA, GDPR, and applicable educational regulations?

DOQSOFT provides the operational controls—encryption, role-based access control, audit trails, and electronic signatures—that support the requirements of FERPA (protection of student records in the U.S.) and the GDPR, as well as regional frameworks (SEP, RVOE, and NOM-151 in Mexico; LFPDPPP and LGPD in Latin America) where the institution operates. Formal compliance is determined by each institution through its own policies; DOQSOFT provides the technical foundation. Every action taken on academic records is audited and can be exported for internal inspections or reviews by educational authorities.

Does DOQSOFT integrate with your institution's systems (LMS, SIS, SSO)?

The stack exports and exchanges information using standard formats (XML, CSV, searchable PDF, CMIS, ODBC) and indexes by student, term, and program, and Docuo provides a documented API so you can feed data into your LMS or SIS. Authentication integrates with Microsoft 365, Active Directory, LDAP, or institutional SSO. Connections to a specific LMS or SIS are implemented as custom integrations by our development team, which evaluates the available API for each system.

How does pay-per-impression billing work for students at a university?

Students can recharge their account balance at physical CBOT kiosks (using cash with a currency exchange module or a bank card via Nayax) or through a web portal. Each print job deducts funds from their balance based on configurable rates (black-and-white vs. color, duplex vs. simplex, A4 vs. A3). The system allows for different rates for students, faculty, and external users, with consolidated financial reports for the treasury.

How long does it take to digitize an educational institution's historical archive?

It depends on the volume and physical condition of the file; the scope and timeline are defined during the analysis phase. Chronoscan processes mixed batches of enrollment records, transcripts, student files, and case files using OCR and AI, automatically extracting student information, academic term, and program. Docuo archives them with metadata without manual entry and applies the retention policies required by applicable regulations (e.g., RVOE in Mexico).

Does DOQSOFT work in K-12 schools, not just at universities?

Yes. The stack is deployed in preschool, elementary, middle, and high schools—both private and public. For K-12, the stack is customized: typically Gespage Stratus (cloud) for print management + Docuo for student records. Integration with the institution’s educational platform (for example, via Microsoft 365) is handled using the available API.

Can students print from their cell phones or personal laptops (BYOD)?

Yes, native BYOD. Students submit assignments from Windows, macOS, Linux, iOS, and Android— without installing drivers or a VPN. The assignment is stored encrypted in the cloud until the student authenticates at the physical printer using their RFID credential, PIN, or mobile app. No more forgotten papers and controlled access to every printed document.