It wasn’t just a bad year for natural disasters, but 2017 also set a record for the loss of property and physical documents/records as well. With numbers exceeding $265 billion in damage, the cost of loss of records is estimated at over $200 per document, including the cost of materials used in replacing the record and man-hours.
The best way to enhance your record management processes for your school is to use electronic document management. Using an electronic management system will save your school money and allow staff to be more efficient and productive. There are many reasons to go the electronic route. Here are 5 of the benefits of a record management process for schools:
Keeping records can be time-consuming work, especially when you have students graduating or moving from grade to grade. Files can get lost or damaged from constant use, but with a K-12 electronic record management system, you can avoid the hassle.
With so many different allergies and health conditions, it is vital for schools to maintain student health records to ensure the safety of the students. Improper care of a student’s health can affect their learning and potentially be life-threatening.
Anyone who works in a school, at any level, knows the tremendous amount of paper used on a daily basis. Ream after ream goes through the printers for student records, waivers, and annual forms. Over the course of a school year, these add up. An average sized single school district can easily go through over a million sheets of paper in just one year. Now, consider not only the cost of paper and ink, but also printer maintenance, storage, and employees who have to manage it all.
As we continue intertwining technology with daily life, data collection has become the norm. An unintentional, and often dangerous, side-effect of the massive amount of data collection is an increase in data breaches.
Topics: Cyber Security
K-12 records management has been something of increasing importance over the past 75 years. In 1974, the Family Educational Rights and Privacy Act was put into place by the United States government to address the growing need of governance over educational information and records for students. As suggested by the name, the Family Educational Rights and Privacy Act (FERPA) gives clear requirements that only parents may have access to a “child's education records, an opportunity to seek to have the records amended, and some control over the disclosure of information from the records.” Once the student is 18 years of age, he or she is expected to handle the burden of their own educational rights and privacy.
Paperless means ridding your school of physical files and documents and converting them into electronic form. You cannot go paperless if you are scanning a file into your computer system, but also keeping hard copies in filing cabinets or storage areas.
K-12 education requires a lot of work and even more paper. Traditionally, the role of completing and filing paperwork falls on administration and administration assistants, whose time could be more efficiently used in other areas. We want to change that.
Managing a mountain of paper documents is a challenging, near impossible, task for any school district. Thankfully 21st century technology has given rise to new document managing systems that allows a district to convert paper documents into digital files. These are easier to store, save money on filing cabinets, and cut back on manual work that employees have to do. Although they are incredibly useful for helping the school district run more smoothly, scanning services have some limitations. If your school is already using a scanning service or is looking into it, take a moment to find out why it may not be the best option for you and consider an even better alternative.