Why It’s Time to Rethink Paper-Based Assessment

In many sectors (particularly healthcare, education, and training) portfolio-based assessment remains a crucial part of tracking competence and progression. Traditionally, this involved large amounts of paperwork, time-consuming printing, manual verification, and significant time investment. But there’s a more efficient solution.

At Axia, we specialise in building e-portfolio and assessment systems that not only improve the experience for students and assessors, but also save a significant amount of money.

The Cost of Paper-Based Systems

Let’s say you’re managing a three-year programme with around 400 students per year. Here’s what the numbers look like:

One-off printing costs: £20 per portfolio x 400 students = £8,000 annually
Photocopying and filing: 150,000 sheets per cohort, with 72,000 needing manual filing = £10,000
Verification process: 1,200 students each submit work twice a year. At 4 portfolios per hour, verifying 2,400 submissions takes 600 academic hours, which is 16 weeks of staff time, costing around £20,000

That adds up to £46,000 per year, or a massive £138,000 over three years.

And that doesn’t include hidden costs like admin time, misplaced documents, or the environmental impact of hundreds of thousands of printed sheets.

The Digital Alternative

Now compare that with an electronic portfolio and verification system:

One-off build cost: £30,000
Annual maintenance and support costs: £8,000
Verification process: Online group verification takes just 2 hours per 20 students. All 2,400 submissions can be verified in 240 hours, which is 6.5 weeks of work, saving both time and academic resource. Estimated cost: £8,000

Over three years, the total cost of the digital system is £54,000 – less than half the cost of the paper-based system.

The Outcomes That Matter

Switching to a digital portfolio solution doesn’t just cut costs, it delivers meaningful improvements:

Faster verification cycles mean quicker feedback for learners and better student outcomes.
No paper handling or storage, saving admin time and freeing up physical space.
Real-time data access for educators and supervisors.
Scalability across cohorts, departments, or institutions.

And importantly, digital systems make compliance, audits, and reporting easier and more transparent.

Want to Learn More?

A purpose-built digital system costs less, does more, and supports better learning and assessment. At Axia, we develop custom digital solutions that are built around the specific needs of each organisation, whether that’s a university department, a professional body, or a specialist training provider. Our systems are flexible, scalable, and fully tailored, ensuring that they integrate seamlessly with existing processes and evolve as your needs change.

Curious how a digital system like this could streamline your work and cut costs? Get in touch today.