Pennsylvania’s Great Valley School District saves big and redirects valuable resources

Image API’s paperless solution transforms a Pennsylvania school district’s management of student and administrative records

Staff at the Great Valley School District (GVSD) in Pennsylvania had an impressive color-coded filing system in place to keep student and administrative records organized, but were still challenged by managing security and sharing information. Each K-12 student in the GVSD had a paper file folder containing registration information, transportation details, disciplinary actions, transcripts, medical data, and more. However, the thickest folders could be found in the administrative records – such as personnel files and procurement documents – often 4 times larger than the student folders. The physical constraints of managing paper files required time-consuming, manual processes. Important documents were located throughout the County, putting the information at risk for loss and deterioration, and making access difficult.

The physical constraints of managing paper files required time-consuming, manual processes. Important documents were located throughout the County, putting the information at risk for loss and deterioration, and making access difficult.

To manage student records, when a student was promoted from one school to another, staff would have to physically pack and organize student files into boxes and transport the files across the county to new schools. Files were in jeopardy of being misplaced or sent to the wrong school, and transferring a file required another road trip.

In the area of Administration, documents like personnel files were taking up a significant amount of space, with folders that were typically 4 inches thick containing color coordinated sub-folders to distinguish the types of documents such as annual evaluations, discipline, or medical records.

Image API’s Axiom Pro solution transformed the management of student and administrative records, taking the school district paperless. Since so many records were paper-based, a strategic, phased approach to going digital was implemented, prioritizing the scanning of incoming registrations for kindergarten, and elementary and middle school files being transferred. With Axiom Pro, if the student has met the qualifications to advance, the digital files are automatically updated to reflect the new school, based on a status in the student information system. Staff no longer have to pack up boxes of files to transfer around the County, making the files more accessible and secure.

  • With Axiom Pro, the digital files are automatically updated to reflect the new school, based on a status in the student information system – staff no longer have to pack up boxes of files to transfer around the County.

Once the district started getting rid of a few file cabinets, they wanted all the filing cabinets gone! To make it easy for staff to transition to the paperless system, Image API configured the document types in Axiom Pro in a similar structure. Locked file cabinets for confidential records were also eliminated, and the digital records are kept secure and private with features like role-based security, document type classifications, and user monitoring – valuable protection for important documents.

Modernizing the management of student and administrative records has restored space, time, and money to the school district, freeing up resources for important programs.

The value delivered for GVSD? Information is no longer scattered throughout the County, and files are stored in a digital repository with multiple layers of security for staff to access, organize, and share documents. Axiom Pro is integrated with the student information system to improve data integrity and automate time-consuming manual processes. Modernizing the management of student and administrative records has restored space, time, and money to the school district, freeing up resources for important programs.

Project Summary

Challenges:

  • Manual processes were time consuming and labor-intensive
  • Paper files required physical transport to follow students to schools around County
  • Too much space was taken up by ever-increasing file storage

Solution:

  • Go paperless with strategic, phased implementation for student grade levels
  • Implement Axiom Pro to manage digital student records
  • Integrate with student information system to automate processes

Results:

  • Restored space and freed up resources for important programs
  • Improved access to records across the entire school district and eliminated the need for physical record storage and transport
  • Increased security, accuracy, and efficiency of records management processes for both student and administrative records