Student Records
My institution stores students' records electronically. Enrollment agreements, certificates of completion, tuition payments - everything is scanned and stored in a CRM database, searchable by program or name of student. We even store relevant notes about when we spoke to the student, what course they are enrolling in next, etc. Our school administration has access to these files, and we find it streamlines sharing or updating information. Do we also need to keep paper files for our students?
Sandra,
Technology is only good when it works. When technology fails we have become so reliant upon it that we have a difficult time dealing without it.
Patty Aronoff
I believe that you should consider both. You never know what can happen to a computer
Salomon,
That is so true! You never know.
Patty Aronoff
I agree at my school we keep both a hard copy and a electronic copy , just in case. Being in florida you never know with the storms what could happen to a server , so we keep hard copies in fire/weatherproof cabinets.
Gladi
Scanning has so many advantages.
I'm a technology lover, I think the best source is keep files storage electronically
Okay I will try to start doing that by next year. Thank you
Emilie,
Scannning is a great way to start paperless. Run both systems until you are confident of the electronic side. Always, back up your data!
At my institution we are thinking about having a paperless system for student files and documents but right now we have student folders with all documents in the files such as complete application, photo id, enrollment agreement,certificates, program outcome sheet, and a tuition sheet. This system works but sometimes it can be kind of hectic as well but right now I see as the most effective so that we dont lose documents or in case a computer crashes.
The idea of a paperless office sounds like a "dream" however with technology failure I feel you need both options in some form. We are not a paperless school but with regular audits we keep our files compliant and all student files locked in a fire retardant filing cabinet. Our registrar is the main person to handle files once a student has completed all admissions process and started a program.
Alex,
I think we have all experienced the panic when the technology fails. Back up copies are necessary.
I agree with keeping both forms. Technology is is convenient but what if your server crashes? It helps to have a hardcopy backup.
David,
Regular audits is a best practice initiative that not only keeps the files in compliance but also revisits processes and educates staff.
As a company we do regular student file audits... minimum 4 times per year to insure compliance
Michelle,
Electronic storage is a great way to keep records.
our Registrar department store all file in their office. As a students graduates, drops etc. they are scanned into the server and the hard file is destroyed. i feel it is always best to keep the original signed contract and documentation until the stduent graduates or drops.
Sara,
Technology is rapidly changing the world but not everyone is there yet. It is a good practice to maintain both formats.
I agree! It is ideal to have both electronic and hard copy options. Specifically for our school, which tends to have older students who tend to not be as comfortable with new technologies, we have the electronic enrollment agreement as an option but rely mainly on hard copies.
Cynthia,
You are so right! Many students do not even have access to a computer or the internet. We cannot assume that everyone is technologically savvy.
Having a readable copy in paper format should always be available.
