Record retention in schools can be a daunting task, often neglected due to the many other pressing matters that require immediate attention. However, it is becoming more critical for schools to properly manage and archive their documents, considering the compliance factors involved. Regardless of the size of the school, maintaining a curated dataset for record retention requires constant effort.
Understanding the challenges faced by schools in effectively managing records, FUJIFILM Business Innovation Australia has developed EduScan. This innovative solution is specifically designed to digitise documents, providing schools with a secure and efficient way to protect their essential records, plans, photos, books, archives, and other documents. Not only does digitisation help safeguard records from potential disasters, but they also become permanent. Additionally, EduScan can significantly save school staff time and energy.
Our aim is to help schools fulfill their document retention requirements, be compliant to government regulations and move forward. EduScan offers an integrated approach to digitising documents, addressing four key areas that are typically complex and time-consuming. Through our streamlined and automated processes, schools can confidently tackle document digitisation and focus on more pressing matters at hand.
Watch how FUJIFILM Business Innovation is assisting Independent Schools Queensland in its journey toward digitising physical records.
Compliance
A crucial aspect of record retention in schools, as both state and federal authorities regulate the types and durations of records that need to be retained. While the specific retention periods may vary between states, certain records must be kept permanently, and there are various durations for different types of records. It's important to note that there may also be "freezes" on the disposal of certain records, such as those related to child abuse issues, following recommendations from a Royal Commission.
When it comes to digitising these records, there are standards set to ensure that the digitised versions are search and retrievable and will comply if subpoenaed by law to provide as evidence. Different state authorities specify technical specifications for images, output formats, and management standards that apply to various record types. This includes analogue documents, audio and visual material, photographs, and more.
With EduScan, we provide a comprehensive service for schools - scanning, indexing, and digitisation of records and important documents. Whether it's historic school registers, yearbooks, building plans, wide format documents, or even obsolete formats like microfiche and film, EduScan can assist.
Organisation and Storage
Efficient organisation and storage of documents is crucial for schools, and digitisation offers numerous benefits beyond meeting data retention requirements. By digitising student documents starting from enrolment, staff can easily share, update, and access digitised records, streamlining administrative processes and improve work efficiency.
Regardless of the school's size, handling and storing bulky physical documents requires careful planning, storage space, and preservation efforts. Schools need to maintain comprehensive records of student lifecycles, staff employment tenures, governance, administration (including financial records), funding documentation (such as grant applications and acquittals), asset management, and community activities such as events and graduations. These documents occupy valuable space that could be better utilised for the benefit of students and staff.
EduScan provides a solution that liberates precious space. By digitising these records, schools can free up physical storage areas that can be repurposed for equipment storage, extensions to libraries, or tutorial rooms. The elimination of physical documents not only creates more space, it also enhances accessibility, security, and ease of management.
Disaster Recovery
In recent years, we have witnessed the devastating consequences of data loss caused by a variety of factors such as floods, mould, fires and not to mention the constant threats of cyber security. The potential impact of losing such important historical data, student records, and cultural development records to a school is extremely high.
At FUJIFILM Business Innovation Australia, we understand the challenges involved in preserving decades' worth of hard copy records. That is why we offer EduScan as a solution to alleviate the burden.
Our expert team can handle the end-to-end project for you, providing direction upfront and guidance on secure digital storage options going forward.
Digital authentication
With the increasing use of online and collaborative learning environments, the security of digital access to student information has become a major concern for Australian schools. While physical security measures for students are crucial, it is equally important to safeguard sensitive digital files and ensure that only authorised individuals have access to them.
By utilising EduScan to digitise and manage school records, educational institutions gain more control over access to sensitive files. This not only safeguards privacy and security but also allows authorised personnel to access the necessary information more efficiently.
Discover the possibilities with
EduScan and unlock the potential of your school's premises. Let us help you to secure your record management today. Please complete the form below and our education specialists will schedule a discussion with you or call us on 13 14 12.
