Southwest Plains Regional Service Center Accelerates District Workflows

From Scanning and Emailing to Fast eSignatures

Southwest Plains Regional Service Center supports school districts across southwestern Kansas with professional learning, instructional services, accreditation support, and innovative tools for educators and administrators. Their team manages constant communication and documentation with superintendents, district leaders, and member schools.

Before Blueink, the process for obtaining signatures was fully manual. Staff scanned forms, emailed them to signees, waited for them to print, sign, scan, and email the documents back. This often led to delays and slow turnaround times across districts in the region.

People would put off signing and staff had to follow up repeatedly. According to Traci Taylor, Marketing and ERate Director, the result was days or even weeks spent collecting a single required document.

The Southwest Plains team knew they needed a faster, more reliable way to manage recurring district signatures and reduce the pressure on both their staff and their member school leaders.

Addressing Bottlenecks Efficiently and Cost-Effectively

The organization evaluated DocuSign but selected Blueink for its simplicity, affordability, and ability to solve the bottlenecks caused by traditional workflows.

Blueink also offered clarity across every step of the process. Administrators gained visibility into sent packets, pending signatures, and completed bundles without chasing or guessing.

In a previous meeting, Southwest Plains staff shared how much value they saw in real time tracking. “It is just so nice to send something and you know where your bundle is or your bundle is not,” said staff member Kim Mauk.

With four active users handling signatures for dozens of school districts, the team confirmed that Blueink aligned well with the volume and variety of documents they manage.

Faster Signatures for District Leadership

The impact was immediate. Superintendents and district leaders could sign documents from any device without printing or scanning. Staff no longer needed to send reminders manually.

Traci Taylor noted how significantly workflows improved. “Wow, it really reduced the stress on both ends,” she said. “They get the email from us, quickly sign and are done. Both parties love it.”

One feature stood out the most. “The reminder feature is crucial for us,” Taylor added. “Many busy superintendents will accidentally let an email get buried in their inbox but the auto reminder helps prevent this.”

Blueink eliminated the slowdowns caused by traditional email chains and saved hours of work each week.

A Clear Success Story: Over 40 Superintendent Signatures Collected in Days

Southwest Plains manages a Memorandum of Understanding that must be signed annually by more than 40 superintendents across the region. Previously, this process could take several weeks.

With Blueink, the entire workflow transformed.

“We are able to get everyone's signatures on the one document in days rather than weeks and everyone gets a copy when it is finished,” Taylor shared. “Freed our staff's time drastically.”

This improvement allowed the team to focus on supporting districts rather than chasing paperwork.

Smooth Adoption and Ongoing Efficiency

Within the platform, the team appreciated the clear dashboard, visibility into bundles, and intuitive user experience. During a follow up conversation, staff member Kim Mauk shared simple but meaningful feedback about their daily use.

“It is just so nice to send something and you know where your bundle is or your bundle isn’t,” she said. “Other than that, we love it. I mean, it has been such a time saver.”

Mauk added that Blueink has been reliable for their needs. “We plan to continue,” she confirmed. “Four is enough because those are the individuals that need it.”

Results That Matter

Since adopting Blueink, Southwest Plains Regional Service Center has experienced measurable improvements.

• Faster turnaround time for district documents
• Reduced stress for both staff and district leaders
• Less manual follow up thanks to automatic reminders
• Clear visibility into all sent and completed bundles
• Reliable workflows for annual multi signer documents
• A user friendly experience that requires minimal training

“It is reliable, affordable and easy to use,” Taylor said. “Give up the scanner and pen and get Blueink.”

Bringing Efficiency to Every K-12 Organization

Southwest Plains Regional Service Center supports dozens of districts each year. Blueink now supports them with the tools needed to work faster, reduce administrative burden, and deliver services more efficiently.

The organization plans to continue using Blueink as its primary eSignature platform and has already seen how digital workflows strengthen communication across schools.

Bring the Same Efficiency to Your District

Move your district workflows online with secure, trackable eSignatures that remove delays and streamline communication.

Talk to Blueink to see how your team can reduce turnaround times and simplify your processes.

Schedule a personalized demo today.