Why Immediate Access to Student Records is Vital

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This post is part of The Datamation Guide to Managing School District Records.

Student records contain a huge amount of very important information that must be readily available. When your school district has hundreds of students, handling paper records can be extremely inconvenient. When records need to be accessed immediately, even if they are well-organized, it can take time to find the right one. Scanning and digitizing student records can bring organization and accessibility to the level it should be.

Student records primarily consist of the student’s name, address, and phone number, their parent/guardians contact information, grades and test scores, health and immunization records, discipline and attendance records, the schools they have attended and the courses they have taken, awards and degrees earned, and any IEP (Individualized Education Programs).

While some of this information usually isn’t a matter of immediate concern, some of the information, like medical records and parent/guardian contact information, are incredibly important. Medical records detail any allergies, medications, or disabilities that a student may have, which will be invaluable in the event of an emergency. Having to dig through a filing cabinet to find the record can take valuable time that could be spent treating the student for that medical emergency and contacting their parent(s) or guardian(s) immediately.

Having quick access to attendance and behavioral records is also vital to understanding what is best for a student academically. Keeping track of attendance, behavior, and grades can help identify patterns that can be used to recognize behavioral or academic issues before they grow and get worse. Having these records readily available is also helpful to recognize signs of depression, anxiety, or problems at home that may be affecting academic performance.

Having quick access to student records is also vital for better communication between schools, whether they are within the same district, or not. If a student transfers from one school to another, their records must go with them, but sending records by mail is risky and often subject to delays. Even when a student moves from elementary to middle school or middle to high school, those records travel with them.

With many school districts having hundreds or even thousands of students coming in and out each year, organization is absolutely vital. Digitizing all of these records means that each and every record can be sent with just a couple of clicks, ensuring that all records get to their destination without delay.

We know that the well-being of your students is the first thing that you have in mind, and Datamation wants to make it easier and safer for you to access and share vital student records. Having immediate access can make a huge difference in the event of an emergency, but can also help ensure a students long-term academic and behavioral well-being.