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K-12 Records Management

A complete school records management solution for K-12 districts and school boards to manage student records, including grades, attendance, and more.

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Dedicated client support

Work directly with a passionate K-12 expert that will help you navigate the student records management process and keep you on track.

No equipment or software required

We manage the technology, so you don’t have to make an additional investment.

Multiple options to meet your budget

Upgrading your school or district’s record’s management strategy doesn’t have to be pricey, in fact, it can help you reduce costs.

The right fit for schools

We understand the unique needs of K-12 school districts. Whether you’re a district, charter, or private school, we’ll work with you to find the solution that fits your specific needs.

K-12 Digital Document Management

Break the endless cycle of keeping special education, HR, payroll, A/P, and student records in filing cabinets and boxes for access requests. Digitally archive and store paper, microfilm, and electronic records in one place for instant access at your fingertips.

Our VitalScan digital solution provides everything you expect of a school filing department, except the paperwork. Going digital with VitalScan enables your school district to:

  • Improve student and staff services
  • Save valuable office space and time
  • Control access to private student information
  • Share transcripts and graduation certificates with ease
  • Encrypt and back up data with remote access

Built for Education Compliance

Student Records Scanning and Digital Storage

Streamline and digitize your school’s records management practice, and make it easier to share documents with teachers and other authorized personnel.

Digitize student records

Minimize busy work by automating data entry, indexing, and retrieval processes, maintain records of student incident reports with assigned follow-up actions for accountability, and track activity logs to help demonstrate compliance with regulations.

Student archives storage

Ensure student records are maintained in compliance with FERPA, digitize existing physical files through back file conversion services, and securely store historic records using digital document storage.

ECM solutions for schools

Standardize information capture and automate processing to streamline student registration, eliminate hardware and IT costs, and access documents in a single digital repository for quick searching, retrieval, and more efficient student records management.

Convert Paper Documents to Digital With Professional Document Scanning Services

  • Student Records Management: Organize grades, learning plans, disciplinary records, and more are centralized and safeguarded with digital document management.
  • Public Records Requests: Eliminate the processing of records like transcripts and quickly distribute them to students, teachers, and administrators.
  • Student Registration: Automate student information processing to streamline annual registration.
  • Accounting and Purchasing: Enable accounts payable automation and automate accounts receivable workflow at every step from purchasing orders to vendor payments and invoicing.
  • Employee Onboarding: Simplify employee onboarding with online forms and workflows that can incorporate reporting, data collection, and trend analysis.
  • Human Resources: Eliminate tedious tasks for your HR team. Recruitment, filing, and document processing can be streamlined with intelligent automation tools for HR document management.
  • Incident Reports: Keep an organized record of all incidents and assign follow-up actions for accountability purposes.
  • Contract Management: Manage vendors, create contracts, and track agreements easily and quickly.

Secure K-12 Document Storage and Management

Traditional paper-based records systems make addressing compliance with state and federal regulations a difficult process.

The VitalScan document management system for schools automates many critical processes—making it much easier to maintain access to data and create an audit trail for each record.

Comply with:

  • Family Educational Rights and Privacy Act (FERPA)
  • Fair Information Practice Principles (FIPPs)
  • Individuals with Disabilities Education Act (IDEA)
  • Health Insurance Portability and Accountability Act (HIPAA)
  • Protected health information (PHI)

How it Works

Records Management for K-12 Schools

Request

School sends request.

Supplies

VRC provides boxes, labor, and materials.

Pack

Our education records management specialists pack your paperwork.

Transfer

Files are securely transferred to document imaging center.

Scan

Documents are digitized and indexed.

Store

Digitized documents are uploaded to a cloud-based repository.

Destruction

Our education records management specialists pack your paperwork.

Support

Customer support is available as needed.

A Smart Solution to Managing Student Records

How Paul Mitchell Schools implemented an ECM Cloud Solution to streamline document management with VRC.

Learn More

Get In Touch With VRC

Interested in the services we provide? Don’t hesitate to reach out so we can learn more about your business.

Let’s Get Started