Reliable electronic document management is as vital for successful practices in the field of education as it is in the corporate world. Schools, universities and academies all need to maintain meticulous records. Documentation encompasses multiple activities, there are strict compliance requirements and a poorly constructed archive could contribute to more than one issue.
Schools are still heavily affected by data breaches and security issues pertaining to their archives. Since 2005, schools in the US have lost over 24.5 million records in data breaches. School, colleges and universities experienced more than 1,300 attacks over that period, a Comparitech report suggests.
Choosing the right document management system and having a record keeping policy are both needed to overcome such issues. In addition, the right software product and the right practices will work together to boost efficiency, optimize productivity and streamline most processes within the academic establishment.
It’s Time to Get Rid of the Filing Cabinets
It’s 2020 but numerous public schools and other educational facilities still rely on filing cabinets and other old-school record management options.
The truth of the matter is, however, that paper-based documentation is cumbersome, challenging to maintain in a good condition and capable of decreasing productivity. Misfiling and record loss are common. As a result, education professionals will often be forced to spend a ton of time on retrieval instead of on strategic processes.
Electronic document management is becoming more affordable and accessible than ever before. Hence, there really is no reason to abstain from the adoption of such a solution.
Completing the digital transformation involves just a couple of steps. It all starts with onsite document scanning and digitization. After the completion of these processes, the right cloud-based storage and document management solution can be identified.
Cloud-based and digital document management options offer a ton of flexibility. They can be personalized to the needs of the specific school so that the service doesn’t turn out to be too costly. Depending on the future needs of the establishment, the document management product and its functionalities can be customized further.
Look for the Right Electronic Document Management System
This being said, electronic document management systems for schools are not created equal. A good foundation is required to digitize student records and other essential documentation. To make the most of this transformation, each educational facility will need to look for the characteristics and functionalities that make the most sense.
Document meta data and effortless indexing, the ability to do additional document capture in the future and an array of security features will all play a role in making the most of the system. The same applies to the proper structuring of the archive and the assigning of relevant roles.
Within the educational sector, there’s also an extensive need for collaboration – between teachers, students, parents and even third parties. Hence, an all-encompassing system should simplify the process of sharing data and making sure the right documentation reaches the right entity.
A few other key features to look forward to include version control, the ability to set retention schedules and effortless accessibility.
Supported by an Organization-Wide Document Management Policy
Effective electronic document management isn’t dependent on just choosing the right system.
Once the document management solution is in place, staff members will have to follow unified protocols in order to make the most of the opportunity.
Such unified protocols should touch on important points like naming and indexing, document retention, sharing and permission assignments. It’s essential to educate and inform staff members about the system, its capabilities and the ways to make the most of it without a risk of errors.
The process should begin long before the digitization itself is completed. There are demo versions and instructional materials that can be utilized for the purpose. A staff that’s already familiar with electronic document management within the educational field will enjoy a much smoother transition.
Curb the Creation of New Paper-Based Records
A final step for the completion of a successful digital transformation should focus on preventing the accumulation of new paper-based records.
It’s very easy to revert to old ways, especially when people have been doing things in a specific manner for decades. To avoid such issues from occurring, an educational facility will need to have a clear concept of how new documentation is going to be created and what is going to be done with the influx of new paper-based records.
Obviously, some communication and documentation will still be received in a paper form. That’s inevitable, at least for the coming years. A school, however, should have a clear concept of how to prevent a backlog. Will scanning and entry into the document management system occur within the facility? Will the process be outsourced? These important questions need to find their answer for the digitization to move forward instead of going back.
Finally, paper-based documents should be disposed properly after the end of the retention schedule. When this happens, the burden of paper clutter is going to decrease even further.