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 electronic storage, everything is organized, updated, secure and available whenever you need it. So, here are seven things you need to know about K-12 electronic record management with YellowFolder.
1. Access Anywhere, Anytime
If you want to work remotely, Electronic Records Management makes it possible. Educators have sick days, too, and sometimes they still need access to their files.
Through electronic filing, educators can rest easy and still take care of important tasks wherever they are. They can also send class plans and instructions to substitutes from the comfort of their home.
2. Saves Time and Energy
Save yourself the hassle of digging through endless folders searching for a single document, especially one that has been misplaced. With all your documents in one location and a digital search tool, there is almost no effort needed to find a record.
3. Secured Data
Privacy is important, especially when it comes to the safety of a student’s personal data. Paper files can easily end up in the wrong hands or catch someone’s eye while over your shoulder. With electronic records management, you can protect those files and rest assured that the data is safe. It is like a digital bodyguard for your files.
4. Free Up Space
Say goodbye to those overpriced filing cabinets and messy desks. With an electronic records management system dedicated to serving K-12 schools, you will be paper free. You no longer need to worry about on and off-site storage fees or having to venture into dark rooms harboring runaway wildlife. Not only will you save space, you will save some money as well.
5. Easy Maintenance
With electronic record management, maintaining your files is simple. With automatic updating features, your files are easy to maintain. You don’t have to worry about white-out when editing a document. You can also purge files with an expiration without overflowing your recycling bins.
6. Stress-Free Backup Control
You can automatically back up your data with backup controls. This will save you time and stress if anything were to go wrong such as a computer virus. If you keep your files up to date and backed up, you can always regain access to them from another device in the event a workstation is damaged or inaccessible.
7. Data Recovery
Disasters can happen unexpectedly. Fires and floods can ruin years of records. Data recovery is a great feature of electronic storage. As long as you take the time to backup your files, you will never have to worry about starting from square one.
With electronic records, you will be saving the time spent printing documents and mailing them out. Students and their parents will have online access to supply lists and report cards from the school’s website. Aside from saving a tree or two, think of the nice office secretary whom you will save from all those paper cuts on her tongue from sealing envelopes!