Filling Out College Forms

Today Carter got an email about filling out the many college forms she needs. She came up and sat on my bed as she worked her way through course registration, passport information, jpegs of passport and photos, medical information, emergency contact info, housing requests and on and on. Some things were just computerized forms and some had to printed and filled out on paper.
It is quite an education for her to fill these things out herself. It is one thing to know your own social security number it is another to know what the difference is between MMR and a measles vaccine. 
I am required not just to answer questions like what is  Tdap, but to figure out how to get a JPEG of each form so it can be uploaded. We have a fax machine that can scan, but for the life of me I can’t figure out how to get the scan out of the machine and on to a computer. An IPhone does not take photos in the JPEG format so that was out. I had to get out my SLR camera and take a photo of Carter’s passport then upload it to my computer and email it to her so she could upload it. What do most people do about these things?  
I anticipate that I will be needed for a long time when forms are to be completed. Carter has been trying to learn how to do official things on her own. She sat by my side when I filled out our tax packet for the accountant because she wanted to understand it. She called me when she had to fill out her withholding form for her summer job. It is so many forms and who knows if we fill them all out correctly. I wonder if anyone even looks at half of them.
Tomorrow it is off to the doctors to have then sign the medical form that she has had all these vaccines. It would be so much easier if I we just had that medical information chip imbedded under the skin in her arm and could scan her to make sure she is actually covered.
I think when I went to college I filled out a page or two and attached a check. No uploading, no loading at all. Now it’s waivers, disclaimers and acknowledgements that we are paying for this no matter what.