How digitizing student records generates high ROI

Going paperless and digitizing your school solutions will help your district save money in a number of ways, from reducing paper costs to enhancing staff productivity. With online solutions, your school district gets the most out of its funding for staff salaries. Your employees will have more time to focus on important tasks and spend less of their work days on tedious paper-based administrative processes.

Here are few ways your school’s return on investment will increase when you go paperless with online school software:

1. No more expensive paper costs
According to Edutopia, schools that eliminate paper-based processes can save up to $250,000 per year on printing and mailing supplies alone. Another factor to keep in mind is that leasing a high-quality printer can cost over $30,000 per year. If a smaller-sized school was to rely less on paper, printing and mailing to complete enrollment, scheduling and file sharing, it could save as much as $80,000 each year.

Digitizing your student records with a solution like SRC Solution’s Registration Gateway is a simple process, as all of the data will automatically be integrated into your existing student information systems.

2. Make the most of your team’s time
The average human data entry error rate is about 1 percent, according to recent research. This is an issue for many office environments, as 65 percent of U.S. organizations cite human error as the main cause of data problems. Automating processes such as enrollment, sending mail to parents’ addresses, and updating student documents reduces the likelihood of these common input errors. There’s no need to physically do tasks like transferring data from paper to online forms, a process that tends to open up more room for costly data entry errors. A lot of time and money is spent going through files to fix these mistakes.

Digitizing student records reduces the number of time-consuming paper-based tasks your staff must handle on a daily basis.Digitizing student records reduces the number of time-consuming paper-based tasks your staff must handle on a daily basis.

By automating workflows with features like online document sharing, you reduce the time usually dedicated to mailing student forms and allow the current employees to handle all of the school’s responsibilities rather than hire additional staff.

3. Increased compliance
With features like enhanced data and document permissions, digital solutions mitigate your schools’ risk of fines and penalties that result from failing to adhere to federal compliance standards like FERPA and NCLB. In fact, the Center on Education Policy reported that an estimated 48 percent of U.S. public schools did not make AYP (adequate yearly progress) as a part of NCLB in 2011. When schools fail to comply to NCLB and other federal standards, they put themselves at risk of losing government funding.

4. Eliminate costly address fraud
Throughout the U.S., many rural school districts have fraudulent addresses linked to up to 10 percent of their student populations. This ends up costing schools millions. For example, Fraud magazine explained that if only 1 percent of the 350,000 charter school students in the Washington D.C. district are illegally enrolled, unecessary costs could reach more than $5 million a year. Online solutions like the Address Purification Gateway automatically identify fraudulent addresses, saving schools millions.

How paperless solutions can help fix common problems within the US education system

Schools throughout the U.S. education system face common challenges that interfere with the quality of student learning. Online systems designed to enhance tasks like conference scheduling and organizing student cumulative folders can help schools reduce the impact of these issues. Here are two obstacles that paperless solutions can help schools overcome:

Poor parent involvement 
According to the Center for Public Education, research has shown that an estimated two-thirds of teachers believe their students would do better academically if their parents were more involved in their children’s education. Meanwhile, 72 percent of parents agreed that students with uninvolved parents were far more likely to “fall through the cracks” in school, as students with more attentive parents often receive the most attention from teachers.

Students whose parents are more involved in their education do better academically. Students whose parents are more involved in their education often do better academically.

School solutions can enhance parent involvement by making important student documents digitally accessible. Systems like SRC Solution’s Central Records Gateway offer parent-sharing features so they can log in from home and have updated documents like progress reports and behavioral assessments at their fingertips.

Automated conference scheduling systems, such as SRC Solution’s Conference Gateway, also increase parent participation in parent-teacher meetings, enabling parents to conveniently select an open meeting time online. This encourages parents to attend parent-teacher conferences, as it allows them to work around their own schedule and more efficiently plan ahead. They can also note specific questions or topics they want to discuss at the meeting so that the staff can better prepare beforehand and truly personalize and improve the quality of their parent-teacher relationships. This is important, as the National Education Association explained that only 48 percent of parents feel teachers hold efficient conferences, so detailing discussion points ahead of time can drastically improve the outcomes of meetings.

Lack of funding 
The Atlantic noted that recent reports have shown schools across the U.S. are expected to do more for their students with increasingly less government funding as the years go on. This has put a lot of pressure on schools to reserve the money they do have for important student programs and other essential needs. Going paperless can assist districts in cutting back on yearly expenses. According to Aiim Community, most organizations that do away with paper-based workflows save over $500 per person each year in supplies like ink, paper and printers.

Address fraud is another common issue experienced by K-12 districts that ends up taking key funding away from schools. If it goes unnoticed, address fraud can cost schools millions each year. For example, The Hechinger Report explained that schools in Beverly Hills, California – which deal with at least one case of registration fraud each month – are charging parents with $150 for every day that their child was enrolled illegally in their schools, as they believe this is a fair equivalent of the funding they lost as a result. SRC Solution’s Address Purification Gateway automates the process of identifying falsified addresses to ensure your district’s money is spent properly and residential students are receiving the education they deserve.

Registration Gateway