Digital print solutions are becoming increasingly urgent especially in our school. Sunshine Coast Business Solutions work with schools and advises on what equipment works best for all areas. Record retention is a major undertaking.
Record retention in schools can be a daunting task. It is often neglected due to the many other pressing matters that require immediate attention. However, it is becoming more critical for schools to properly manage and archive their documents, considering the compliance factors involved.
Regardless of the size of the school, maintaining a curated dataset for record retention requires constant effort.
Digital Print Solutions
Schools are constantly taking rolls have newsletters along with many other tasks and are looking for ways to maintain these. Technology has come a long way and Digital Print Solutions are making it all come together.
Understanding the challenges faced by schools in effectively managing records, FUJIFILM Business Innovation Australia has developed EduScan. This innovative solution is specifically designed to digitise documents. Therefore, provides schools with a secure and efficient way to protect their essential records, plans, photos, books, archives, and other documents.
Not only does digitisation help safeguard records from potential disasters, but they also become permanent. Additionally, EduScan can significantly save school staff time and energy.
Our aim is to help schools fulfill their document retention requirements, be compliant to government regulations and move forward. EduScan offers an integrated approach to digitising documents, addressing four key areas that are typically complex and time-consuming.
Through our streamlined and automated processes, schools can confidently tackle document digitisation and focus on more pressing matters at hand.
Compliance of Record Retention
Both state and federal authorities regulate the types and durations of records needed to be retained. While the specific retention periods may vary between states, certain records must be kept permanently. There are also various durations for different types of records.
It’s important to note that there may also be “freezes” on the disposal of certain records. Such as those related to child abuse issues, following recommendations from a Royal Commission.
Digital Solutions
When it comes to digitising these records, there are standards set. This will ensure that the digitised versions are search and retrievable and will comply if subpoenaed by law for evidence.
Different state authorities specify technical specifications for images, output formats, and management standards that apply to various record types. This includes analogue documents, audio and visual material, photographs, and more.
With EduScan, we provide a comprehensive service for schools – scanning, indexing, and digitisation of records and important documents. Whether it’s historic school registers, yearbooks, building plans, wide format documents, even obsolete formats like microfiche and film, EduScan can assist.
Organisation and Storage Print Solutions
Efficient organisation and storage of documents is crucial for schools, digital print solutions make it easier. Digitisation offers numerous benefits beyond meeting data retention requirements.
By digitising student documents starting from enrolment, staff can share, update, and access digitised records. Digitising streamlines administrative processes and improve work efficiency.
Regardless of the school’s size, handling and storing bulky physical documents requires careful planning, storage space, and preservation efforts. Schools need to maintain comprehensive records of student lifecycles, staff employment tenures, governance, administration (including financial records).
Then there is funding documentation (grant applications and acquittals), asset management, and community activities such as events and graduations.
These documents occupy valuable space that could be better utilised for the benefit of students and staff.
EduScan provides a solution that liberates precious space. Digital print solutions advise is by digitising these records, schools can free up physical storage areas. Therefore, the areas can be repurposed for equipment storage, extensions to libraries, or tutorial rooms.
The elimination of physical documents not only creates more space, but it also enhances accessibility, security, and ease of management.
Sunshine Coast Business Solutions are all for these digital print solutions. Record retention is a huge task and with the latest technology it all becomes that bit better. Contact us on 07 5451 7333 the team can answer any questions.