Student Files
Is it required to make duplicate copies of student files in case of loss or damage to the originals?
Danielle,
You have the best of both worlds. Having a paperless office is the new trend and we will have to adjust our way of doing things.
Patty Aronoff
Two ways of filing is the best way in my opinion. Paper just for site visits and electronic to refer to in an immediate situation. But hard paper files should be kept in a locked file for protection of personal information.
Graciana,
Keeping student records is required. Having profiles is helpful showing where they have benn and how they have progressed.
Patty Aronoff
Comply with keeping a copy either digital or paper student's files have been not only a well-supervised task to our school coordinator but a blessing. We have had students which along time have decided to re-enroll or re-entry in the programs we offer and this reference for internal background profile have been very helpful to succeed students expectations.
JENNIFER,
No matter what system you use electronically, you run the risk of the system breaking down. Having your material on a cloud drive is the best way to save your materials electronically.
Patty Aronoff
I have tried the past to store electronic records only. However, I quickly learned that I needed to also store the originals as a back up, when my entire electronic system broke down.
Which electronic document management/storage system do you find more efficient? Which electronic system would you recommend?
ARIELYS,
Scanning on a large scale would certainly offer consideration for a company contract. But, I have learned that scanning can easily become part of all staff's routines.
Patty Aronoff
Im really in love with the benefits of technology and having the files in electronic format is great for the institution and space saving.
One question: Would it be a good option to contract an electronic/document scanning company or do it in house? and if done in house what would be the most effective way to do it?
Brooke,
Sounds terrific! Many people today have a far greater comfort level with electronic versions.
Patty Aronoff
Carolyn ,
Two ways are great, but make sure both copies are the same.
Patty Aronoff
Hi Patty,
We make sure that our students have copies but a majority of the paperwork that we have for their files is electronic. They have the option to have paper everything, but a most of our student opt for the electric option. We provide them w/ copies of everything along with the fact that they can also have access to all of the forms to download as well.
I love the option for students to have the ability to save their documentation that way.
It's not required, but we keep a paper file and a electronic file for each student.
Carolyn Sutton
Director
Marc,
It is not required to make copies. It is required to maintain a student record for each student, whether electronically or paper.
Patty Aronoff
