Support student and staff achievement by reducing records costs, protecting confidentiality and improving quality of service

Public, private, and even higher education are burdened with more paperwork than ever before, which leaves schools straining to keep up. Managing paper archives and dealing with paper-based business processes while struggling to comply with local, state and federal regulations is a headache for any administrator.

Consider your growing student population. Limited classroom space. Overflowing records rooms. Increasing demands for instant information. The records storage and retrieval burden of complying with regulations such as NCLB, FERPA and HIPAA. As your district administration faces these issues, what is the impact of paper- and microforms-based records management on efficiency, productivity and quality of service to departments, students and staff?

Ease the Burden of Regulatory Compliance Administering records access under the Family Educational Rights and Privacy Act (FERPA) consumes staff time, as does protecting the privacy of medical records according to Health Insurance Portability and Accountability Act (HIPAA) rules. Working with finite resources, how do you provide timely records access while maintaining rigorous levels of security?

The trend is for Administrative assistants to scan records—attendance documents, report cards, notes from home, disciplinary referrals—into single or multiple sharable databases. Staff must also be able to import word processing, spreadsheet and other electronic documents to be stored in native file formats. Paper files can then be destroyed or transferred to a cost-effective remote storage facility. Authorized personnel can then search and retrieve documents instantly. Users should be able to view, print and e-mail documents from their desktops. Documents may also be archived to CD-ROM or dynamically posted to your intranet or the Internet without HTML coding.

Comprehensive, enterprise-class security to protect your digital records archive is a must. CD-based backups can be stored safely off-site. Audit trails monitor access to confidential records such as teachers’ credential files and student immunization records. Your electronic and scanned paper documents are secure, yet accessible to authorized users.