What is one thing every educational institution from early learning to higher education has in common? Paperwork! New student paperwork, student health information, attendance records, transcripts, staffing documentation, federal programs and other fiduciary responsibilities all generate massive amounts of paper. One way to stay on top of all that paperwork is to schedule an annual purge and maintain a regular shredding program.
Document scanning offers additional benefits for records that need to be kept longer and accessed easily. By converting physical documents into digital files, schools and board offices can efficiently organize, store, and retrieve information in a FERPA compliant manner. This significantly reduces the reliance on manual paperwork and minimizes the risk of document loss or damage.
While you are busy getting ready to welcome students back to campus, SRS can help you realize the benefits of digitization. We’d be happy to walk you through the process, including insights on how to access funding, execute your scanning project, and how to digitally manage records going forward.
Scanning solutions can help schools access years of student records with a few clicks. It's much easier for teachers and administrators to click on a file folder or search a digital system rather than sift through cabinets and storage closets of paperwork. It also allows anyone with permission to access information from anywhere, allowing educators and administrators to collaborate more effectively.
Digitization allows an organization to get rid of physical documents that require resources to maintain. Better access reduces the time and effort to locate information, streamlining workflows and boosting productivity.
What takes up more space: a room full of cabinets or a single hard drive? Or even better, a digital folder in the cloud. Digitizing can save valuable space better used for classrooms or much needed offices. Not to mention, digitizing allows school systems to convert unnecessary storage warehouses of records into valuable information.
Schools and other educational organizations are required to comply with state and federal regulations including the Federal Educational Rights and Privacy Act (FERPA). Scanning solutions help ensure that educational institutions maintain compliance with these regulations. By storing digital records, schools can easily maintain records and keep them up to date, reducing the risk of non-compliance.
With digitized data there is no need to print documents for distribution. Digitizing now means creating protocols for paperless record-keeping in the future, ultimately saving natural resources and reducing emissions through minimized paper use. Digitization is better for processes, people and the planet!