Ahhh, summertime. The sun is hot. The days are longer. And the ice cream is hitting the spot better than ever.
But just like your favorite sprinkle-dipped cone dripping down your hand, your legacy records and microfilm could melt away this summer without proper care. Whether you’re running out of physical storage space for your records or you worry daily about the next natural disaster that may destroy them, now’s a great time to make the move. After all, the students are on summer break, so taking on a project like records digitization can finally be a top priority.
Don’t put your student records in danger of the elements. Here are a few tips for avoiding a record hot summer this year and beyond:
Get rid of the unnecessary documents
When was the last time you organized records and made a “keep” and “purge” pile? Just like reorganizing your personal closets during the wintertime, letting go of old records that are simply taking up space in your office is essential. Of course, you should abide by the laws that restrict you from letting go of records until they reach a certain date. But there are also certain guidelines to follow regarding how long you can keep records in storage before discarding them in a safe, secure and compliant manner.
Understand potential funding opportunities
Not sure if you can spearhead a digital storage project with your current funding? Many school districts are seeing extra funds from Elementary and Secondary School Emergency Relief (ESSER) and The Coronavirus Aid, Relief and Economic Security (CARES) Act as a result of the pandemic. These funds are allocated to help schools and districts better support students during the pandemic but also to help them better operate from a digital and remote perspective. Digitizing alumni records so district staff can respond to requests from wherever they are, may make sense for your district too.
Look into Records Digitization with Parchment
Want to avoid a “record” hot summer, but not sure where to get started? Parchment can assist.
Moving all of your physical files to a digital setting can seem like an overwhelming task to achieve on your own, but keeping student records as safe and secure as possible is essential. Not to mention, the time it can take to search for an alumni record stuffed into a box can pull your staff away from other important tasks. Parchment’s record digitization services can be the helping hand you need to get the job done.
Records Digitization is a service that can be used to turn physical student records into PDF documents. These can then be indexed by factors like name, date of birth, last four social security numbers or even graduation year, making it quicker and easier than ever to find the exact record you’re looking for. This service makes it simple and efficient to go digital and preserve your legacy records.
All you have to do is send Parchment a sample box of records. Our FERPA-trained staff will then digitize them, send them to you for review and then continue the process with all provided records. We give you the option of storing the PDFs in our easy-to-use Credentials Library or taking them with you to store locally. And the physical documents will be sent back to you or incinerated for your convenience.
Don’t let this year’s record hot summer catch you with a hot mess of student records that aren’t easy to search or secure. So what are you waiting for? Make the move to digital records today.