To comply with Ontario laws, all educational institutions in Ontario, Canada are required to maintain separate records for each student that must be retained for 55 years. Many educational universities are still using manual processes to manage and physically store these student records. Manual processes are costly, time-consuming, and take up valuable physical space.
Avon Maitland School District overlooks more than 50 schools throughout the Ontario, Canada area. The school district provides education to thousands of students annually. Since Ontario’s student record retention policies, physical records were quickly overwhelming district staff. When a staff member needed to find a student record, they would have to physically dig through boxes and boxes of storage. A task that should take seconds or minutes was taking staff hours to complete, leading to lost productivity. With student enrollment continuing to grow and no more physical space to store new student records staff knew they needed a solution.
Records staff found their solution through Digitech Systems reseller, Polar Imaging. Staff decided to implement PaperVision® Enterprise, an on-premise document management solution, to manage their records electronically. All student records at the Avon Maitland School District are now securely stored in a single system, productivity has improved, and the District is able to ensure compliance with Ontario education records laws.