Y Soft
1 min read
Ovidius University, a large-scale university in Romania, needed a modern print stack to support their IT team with a unified platform, built to combat complexity, while delivering high-quality education through digitalization.
About Ovidius University
Ovidius University of Constanța (UOC), a member of the ARTEMIS consortium, is one of the most important higher education institutions in the South-East region of Romania. Today, it's also one of the standout innovative voices in the national academic landscape.
The university comprises 16 faculties, 79 undergraduate study programs, 60 master's programs, and five doctoral schools with seven fields of study.
- Industry: Public higher education
- Size: +18,000 students (and +1,100 international students)
- Location: Constanța, South-East Romania
Project Overview: Support Digital-Age Education
The institution’s growth (from a pedagogical institute into a creditable, large-scale university) had increased the complexity of its document management setup. To prepare for future expansion and adapt to digital-age learning, the institution launched a project to modernize how documents are managed, shared, and secured across its buildings.
The goal was simple: give IT a centralized, sustainable platform that removes complexity—so students and staff can focus on learning, not paperwork. The project set out to replace scattered, manual processes with an intelligent, unified solution that streamlines printing, scanning, and document storage.
Requirements:
- Collaborative platform for teaching and research
- Digitalized university processes
- Electronic storage of incoming and outgoing documents
- Conversion of physical documents to electronic format
- Centralized document storage via electronic registry
- Intelligent document handling with security, archiving, and easy access
Challenges:
- Large volume of documents
- Converting workflows to an electronic format
- Need for collaborative, multi-disciplinary research tools
- Previously isolated digital tools offering limited benefits
Solution: Consolidated, Digital-first print & Scan Platform
By introducing smarter workflows, digitization, and an electronic registry, the institution aimed to create a future‑ready information ecosystem that supports collaboration, boosts efficiency, and scales without technical hurdles.
Y Soft's SAFEQ 6® + YSoft SAFEQ Print Management Suite was selected as the foundation for Ovidius University's transformation, providing the university with a centralized, digital-ready print management tool built for collaborative teaching and research across departments.
With SAFEQ 6, the university transformed their manual processes into a digital powerhouse that boosts collaboration, secures data, and supports modern education infrastructure. The solution delivered:
- Secure internal interface for collaboration and tracking, accessible through authentication and print roaming, improving security and data privacy
- Transition from paper-based to optimized electronic document-handling processes
- Document assignment across departments
- Customized electronic registry
- Intelligent scanning, printing, copying, security, archiving, and payment systems for students (pay-to-print services)
