The world is rapidly going digital and schools need to keep up. Digitizing school records and eliminating paper usage has many benefits. It can save schools time and money while also improving organization, security, collaboration, and sustainability. This article explores the top tools schools can use to go paperless and enjoy a more efficient, productive environment.
Why Digitize School Records?
Here are some of the top reasons for schools to switch to digital records and reduce paper usage:
- Saves time – Searching through digital files is much faster than searching through physical files and paperwork. Staff can instantly access the records they need.
- Enhances security – Digital files can be backed up and encrypted to protect sensitive student data. Paper files can get lost, damaged, or stolen.
- Frees up space – Going paperless eliminates the need for storage rooms, filing cabinets, and binders. This frees up physical space for more productive uses.
- Improves collaboration – Cloud-based systems allow staff to access and share files from anywhere. This improves communication and teamwork.
- Is more sustainable – Reducing paper usage is better for the environment. Schools save money and reduce waste.
- Provides analytics – Digital systems allow for collecting analytics to identify areas for improvement. Paper records do not provide data.
Top Tools for Digitizing School Records
Here are some of the top tools schools should consider leveraging:
School Management Systems For Documentation
Using cloud cloud-based school management system is great for digitizing paper records. Schools can scan documents such as transcripts, enrollment forms, discipline reports, and teacher resources. These systems allow users to access, search, share, and collaborate on files from any device. Important records can be stored digitally forever.
Student Information Systems (SIS)
Student information system platforms store vital student data such as contact information, class schedules, grades, attendance records, and health information. Popular solutions like PowerSchool, Skyward, and Infinite Campus improve workflows and organization. Staff can quickly pull reports on any student information they need.
Learning Management Systems (LMS)
LMS platforms like Canvas, Blackboard, and Google Classroom are vital for digitizing lessons, assignments, communication, and collaboration. Teachers can provide learning resources, deliver assignments, collect work, and post grades all digitally. LMS usage reduces the need for paper handouts.
Mobile Applications
Many school districts are adopting mobile apps to engage parents and provide access to school data. Apps allow parents to see their child’s schedule, grades, attendance, homework, lunch balance, and discipline records from their smartphones. Communication and paper usage is reduced.
Cloud Storage
Solutions like Dropbox, Amazon S3, and Microsoft Azure provide expanded cloud storage for schools. Large digital files like videos, audio recordings, and images can be uploaded. This provides unlimited, secure digital space for schools to reduce local storage and paper usage.
Enterprise Content Management (ECM)
ECM software helps schools implement digital workflows and collaboration. Solutions like Laserfiche and M-Files allow the automation of digital forms, document routing, records management, and archiving. Reducing reliance on paper processes improves efficiency.
Administrative Software
Specialized admin software like registration systems, substitute placement tools, POS systems for lunch, and library suites further digitize school operations. Staff save time on routine tasks and data is stored digitally. Less paper is wasted on outdated processes.
Best Practices for Eliminating Paper
Once the proper digitizing tools are implemented, schools need to follow best practices to break the habit of using paper. Here are some top tips:
- Set paper reduction targets – Aim for 25%, 50%, or 75% less paper usage year-over-year. Track your progress.
- Digitize new processes – Add digital entry points and workflows for common paper uses like forms, requests, and handbooks.
- Encourage digital collaboration – Promote tools like shared drives and wikis versus printing drafts.
- Remove printers and copiers – Eliminate temptation by only keeping essential machines.
- Follow print policies – Require approvals for printing and limits on color ink and copies.
- Go digital with parents – Post reports, letters, and forms online for parent access versus printing.
- Offer online payment – Accept digital payment of fees rather than collecting paper checks.
- Use projection – Project lessons and assignments in class instead of printing.
Following best practices requires change management. Provide staff training and highlight the benefits of going paperless to get buy-in. With time, digitized processes will become a habit.
How do you ensure digital files are secure?
Use cloud platforms that provide enterprise-grade security like encryption, backup, and access controls. Enable multi-factor authentication and limit which staff roles view sensitive documents.
What if we lose internet access?
Have contingency plans in place like offline access to critical documents and student contact lists. Or ensure internet redundancy with secondary networks as a backup.
Is digitizing records more expensive?
The upfront costs of digitizing can be higher than maintaining paper files. But over time, digital records provide cost savings from less printing, storage space, and wasted staff time.
What if some parents don’t have internet access?
Have computers available in the school lobby for parents to view records. Or print rare paper copies for those who do not have online access. Offer digital literacy courses.
How long should digital records be stored?
Follow federal, state, and local data retention laws. Come up with a data lifecycle management plan. Safely dispose of records past their retention period. Back up critical permanent records forever.
What if staff prefer using paper?
Make sure to provide proper training and support. Highlight the benefits of reduced waste and inefficiency. Consider incentives for those who go paperless. Lead by example.
Conclusion
Digitized school records provide a long list of benefits compared to outdated paper records. Important student data and institutional knowledge can be stored digitally forever instead of in dusty file cabinets and overloaded storage rooms. Paperless processes allow staff to be more efficient, collaborative, and productive. And less paper usage is good for the environment and budgets.
Schools need to leverage solutions like document management systems, student information systems, mobile apps, and cloud storage to move their records online. Following best practices for eliminating paper usage will further the transition. Although digitizing requires an upfront investment, over time schools will realize major savings and improvements. We are in the digital age and paper-based schools are getting left behind.
