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Managing records in the education sector is no small feat. From student records and HR files to finance documents and safeguarding reports, schools and colleges are required to maintain large volumes of information, often for decades. These records are essential for maintaining accountability, safeguarding data, and ensuring compliance with legal and regulatory standards. However, traditional paper-based systems can be difficult to manage, inefficient, and increasingly unfit for purpose.
The Challenge of Paper-Based Record Management
Educational institutions face several challenges with physical records:
Storage Limitations: Paper files require significant space, often invading areas that could be used more productively.
Accessibility Issues: Retrieving, updating, and sharing physical records is time-consuming and often impractical, particularly when staff need access across departments or locations.
Security Risks: Physical documents are vulnerable to loss, theft, and damage, posing a significant risk to data confidentiality and compliance.
Retention Compliance: Adhering to strict retention periods can be difficult without automated processes. For example, SEND (Special Educational Needs and Disabilities) records must be retained for up to 35 years in some cases, but storing and securely disposing of these files in compliance with GDPR and local authority requirements adds further complexity.
Digitising Educational Records
Digitising records offers a way to address these challenges. By converting physical files into digital formats, schools and colleges can free up space, enhance security, improve collaboration, and ensure long-term compliance.
Key Benefits of Digitisation:
Space Optimisation: Reclaim valuable office space by eliminating bulky filing cabinets and storing records digitally.
Improved Accessibility: Digital files can be accessed quickly and securely by authorised staff, enabling seamless collaboration across departments.
Enhanced Security: Advanced encryption, access controls, and audit trails safeguard sensitive information, reducing the risk of data breaches.
Automated Retention Management: Digital systems can automatically manage retention periods, ensuring that records are stored – and securely disposed of – according to regulatory requirements.
Increased Efficiency: Digital workflows reduce the time spent on manual tasks, enabling staff to focus on educational priorities rather than administrative burdens.
Educational Record Management in Action
A private school in Ashtead, Surrey, recently partnered with Storetec to digitise their HR and student records. This project involved the scanning and indexing of 950 student files and 100 HR files, including documents such as ID copies, photographs, and handwritten notes. The digitised records were securely stored in Storetec’s MDI Cloud platform, which provided robust security and compliance features, including:
Access Control: Restricting access to authorised individuals to protect sensitive information.
Audit Trails: Logging every interaction with documents to maintain accountability.
Automated Retention Management: Ensuring files are retained only for the required period, in line with GDPR.
By transitioning to digital record management, the school reclaimed space previously occupied by 13 filing cabinets, improved operational efficiency, and enhanced data security.
SEND Record Filing
While all records benefit from digitisation, SEND records are a prime example of how digital solutions can address compliance issues. With retention periods of up to 35 years and strict GDPR requirements, managing SEND records digitally ensures that schools can confidently meet their obligations without the risks associated with paper files. Automated retention policies and secure digital storage simplify the process and free up office space, allowing schools to focus on delivering high-quality education.
Conclusion
As schools and colleges continue to navigate the challenges of data management, digitalisation is no longer a luxury – it’s a necessity. By digitising, educational institutions can streamline operations, enhance security, and ensure compliance, all while creating a more sustainable and efficient way to manage their records.
Contact Storetec today for a free consultation or quote. Whether you’re looking to digitise SEND records, HR files, or student archives, we’re here to provide tailored solutions that meet your needs.
