Digital has better redundancy. // Two copies are better than one.

There have been many occasions where school boards have had to rapidly relocate entire buildings of documentation due to fire and flood. Calgary, Fort McMurray, and Medicine Hat have all been in situations over the last decade where rapid relocation was necessary to preserve the physical copies of data due to the threat of natural disaster. That same information could have been physically picked up by one person in two minutes as part of a network area storage array. Or, even better, no requirement to move the information at all because it was securely stored in an encrypted, cloud-based storage bucket or in a cloud-based enterprise content management system.

Information at your fingertips.

Having all of your student records digitized makes all of that information accessible to teachers, principals, and learning support staff within seconds. As long as the digitization process correctly files, indexes, and writes searchable metadata into the files this can be a huge asset to education staff who need to recall history on students for planning, disciplinary reasons, or otherwise.

It makes the exchange of student records easier.

When students transfer from one school board to another the recipient board must request the student records and the sending board must find, prepare, and ship the physical files. This is a costly process in both time and courier fees. Fully digitized records can be easily shared with the click of a few buttons!

There’s better uses for that extra space.

You might be able to let a lease go to a storage warehouse, but storage rooms attached to schools are another story. The extra space inside the schools could easily be reallocated into another classroom, a music room, a games room, a history room, a recording studio or media room for school broadcasts, a school store for paraphernalia, the possibilities are endless. One thing is certain: allocating that much space to files that can sit on a shelf is a missed opportunity.

Why don’t more school boards go full digital?

The idea of scanning hundreds of thousands, if not millions of student record files can be pretty daunting. Even with modern enterprise scanners that will let you scan between 500 and 1,000 pages at a time into a single document, somebody is still left with the task of splitting the file up into proper student record folders and document types. Then there is the challenge of making the files searchable. Although optical character recognition (OCR) can make the documents text searchable they lack context meaning you couldn’t immediately tell what grade the child was in when the document was created or what they scored on a particular exam. This becomes additionally limiting when trying to build any kind of report based on text or numerical data contained inside the documents. And, while there are a number of elite, enterprise document processing software systems, they are extremely expensive and usually cost prohibitive to the publicly funded education system. It turns out, tax payers would much prefer school boards spend their budgets on having more teachers in a classroom than hundreds of thousands of dollars in document processing software. All of these challenges are why we built CLASI: the school board digital transformation system.

Learn More About our Student Records Solution