Today more than ever schools are looking to digitally transform how they operate. The COVID pandemic launched school systems into the digital age at an unprecedented rate. Inception Technologies has guided several school districts along their digital journey.
Our suite of solutions and services can help your school to become more efficient, secure your records and even automate many of the manual tasks being performed by staff. What are the typical departments to start digitizing? How much does it cost to digitize? What if I want to keep the paper records?
Special Ed Records are a typical starting point for school systems. IEP’s contain highly sensitive Personal Information and securing those records is crucial for limiting liability. Inception’s team can scan the paper in the filing cabinets and boxes for your schools while providing secure access to those records. With a robust security platform in place, the document management system can limit access based on your criteria even limiting access by such things as school attended, assigned counselor or any other criteria. Utilizing a retention schedule, files can be flagged and purged based on your organization’s defined retention policies.
The HR department is a paper intensive area for almost all organizations. School districts can gain control over your HR records and provide access to HR Directors, managers and even employees based on your defined security requirements. Our team can scan your records to searchable PDF’s and provide documents that are fully searchable within seconds instead of hours or days using paper.
Inception Technologies can help your school district’s finance department with processing incoming invoices, payment vouchers, deposits, financial reports, contracts, Grant files and more. The finance department generates a lot of records both digital and paper based. Managing those files and providing the information to the right people can be a tremendous time savings for staff. Automating invoice approval workflows or purchase order requests can provide a fast ROI (Return on Investment) for any school district looking to lower costs and do more with less.
To be completely transparent, the answer to this question is dependent on many variables. To get a firm sense of what it would cost, a needs analysis should be done. Our team members will work you through the process to help you understand all of the factors that can impact the cost. The good news is that we can work with you to develop a plan that can help move you into a digital platform and process your documents all within your defined budget.
Contact us to schedule an assessment or use our online estimator.
As we have stated, digitally transforming your school is a journey. Some school districts are not completely comfortable with scanning and shredding documents right away. For those customers, we offer records storage services in our secure facility. We can pick up, transport and store your documents to free up valuable space within your facilities. In addition, with our Scan-to-zero program we can gradually begin to reduce your paper storage as the school system becomes more comfortable with going digital.