School Districts
We know how school districts operate. Our solutions for educational institutions provide instant access to student records, transcripts, admissions, student billing, financial aid, personnel files, and school board minutes. FERPA and NCLB-compliant, our document management solutions take the tediousness out of school administration and let you get back to more important district initiatives.
Document Scanning Benefits for School Districts
Manpower Reduction
Get instant access to scanned documents and film, which significantly reduces search time and eliminates re-filing, allowing staff to focus on more pressing issues.
Space Savings
Reclaim space and eliminate costly off-site storage with a document management system. Schools are often in need of more classroom or storage space – document scanning can free up the necessary space while increasing efficiency.
One of our school district clients was able to immediately convert previous storage space into a new classroom.
Responsiveness
Immediately print or email document requests to students, alumni, employers, other schools, etc. while maintaining FERPA compliance. Scriborder allows for transcript requests to be sent directly from the school website quickly, efficiently, and securely.
Security
Eliminate loss due to fire, water damage, or malicious intervention by easily backing up digital files. See how document scanning helped one school recover important student health records and other documents after Hurricane Katrina.
FOIA Compliance
Satisfy federal requirements to make student records and employee files available instantly, and archive emails for three years.
FERPA Compliance
Ensure proper student record disclosure according to The Family Educational Rights and Privacy Act (FERPA) federal law.
NCLB-No Child Left Behind Compliance
Adhere to annual testing and reporting requirements.
Why Work with Datamation?
Datamation has over 25 years of experience working with school districts and their records. We work with over 50 school districts in Illinois and have helped them regain space, time, and efficiency.
Here are some of the ways we help our clients:
- Collect all records and analyze them to generate a list of whether they should be scanned, stored, or destroyed
- Set up document management software and train staff for easy access to records
- Create eforms and workflows to streamline processes like maintenance requests, healthcare enrollment, and HR onboarding
- Generate a summary document of all the records we have scanned so the district can submit it to the state of Illinois for permission to destroy the hard copies
- Create a single online destination for transcript, FOIA, and other requests
Datamation Webinars: Records Retention, SOPPA, and FOIA for Illinois School Districts
Watch the replays of our webinars about the upcoming SOPPA law, fulfilling. denying, and managing FOIA requests, and how long to keep your documents and how to make the process simple. Then go and download our Illinois School District Records Retention White Paper.
See How One School District Saved By Moving Their Records To The Cloud.
The district is saving nearly $9,000 each year in productivity costs alone.
