Simplify School Operations: The Power of Student Record Management Systems

Posted by MESHDS on Oct 26, 2023 8:00:00 AM


Student record management systems simplify educational facility workflows and help create overall administrative efficiency. Creating a centralized, organized student data repository allows educators and administrators to store, track, and access student records without the inefficiency of paper. As a result, time-consuming, error-prone manual record management is eliminated. Here we explain why digitizing student records is critical for today’s academic institutions and explore how digitization streamlines student record management efficiency from enrollment to post-graduation.

What is Student Record Digitization?

Digitization scans paper student records to create images ready for indexing, storage/archiving, sharing, editing, and retrieval. Scanned paper student records are integrated with your digital system, eliminating the need for physical storage space. Administrators and educators can access and update the files they need throughout a student's life, including student enrollment, attendance tracking, grading, student performance reports, etc. Institutions can also quickly access and share student transcripts upon request, making the transfer process more manageable.

What is a Student Record Management System?

A student record management system enables you to track and maintain electronic student records. The system manages time-consuming administrative tasks and streamlines the record-keeping process to track and record student activities. It also allows your institution to quickly share records using role-based logins so that students/parents can access their own records and teachers and administrators can update and share records as required. Student data is easily collected, stored, tracked, and shared in a secure system allowing you to manage decades of student information without needing physical storage space for cumbersome paperwork.

As an administrative tool, it frees up time by eliminating manual tasks such as pulling and copying student records for transfers, manually entering new patient data, pulling, and filing paper student files, etc. You can manage student records from initial creation through to the disposal of records using rule-based criteria based on MFIPPA (Municipal Freedom of Information and Protection of Privacy Act) and the Education Act.


What is Student Record Management Software?

Student record management software is the tool used to manage electronic student data. It allows administrators and educators to collaborate, edit, search, share, store, and destroy student records free of time-consuming manual processes. The software increases efficiency and accuracy through automation, providing a framework designed to enable educational facilities to retrieve student records in seconds. 

Using advanced search capabilities, the software streamlines workflows, with most tasks completed with a few clicks of the mouse. Role-based access makes it easy for administrators, teachers, and parents/students to access records without the risk of document interference. As a result, all stakeholders can achieve their goals efficiently, including:

  • Teachers quickly complete grading, prepare report cards, create individual education plans (IEP), collaborate with other teachers and educators involved with IEPs, and refer to past performance at other schools or in their student history.
  • Parents and students access the records they need, with view-only rules and self-serve capabilities so they can view or share the data they need for things such as transferring to a new school or applying for post-secondary positions at universities and community colleges, accessing transcripts for job applications, etc.
  • Administrators and educators can dedicate more time to teaching, student support, and other essential activities without time-consuming records management, thanks to self-serve capabilities.


What are the Benefits of School Records Management Systems?

Electronic student records management systems facilitate effective communication between teachers, parents, and students, enhancing collaboration and engagement. As a result, the school, its teachers, and parents/students enjoy the following benefits:

Paperless system: Paperless schools don’t waste valuable space storing paper documents and instead put every square centimeter to constructive use for administrators, teachers, and students. It also creates an eco-friendly school where paper is never wasted, and energy is saved on equipment such as printers, photocopiers, faxes, etc.

Reduced administrative duties: Administrators no longer waste valuable time on manual paper-related tasks, as digital records management in education allows them to compile, access, analyze, save, and share student data without managing piles of paper records. Records are integrated into the education ERP system for instant access.

Centralized data repository: Students within the Ontario educational system have their records stored in a centralized database where documents can be shared with special educational services, other facilities for student transfers, elementary to secondary facilities, and more.

Improved security and compliance: Role-based access ensures that only those with authorization can access student information. Encryption and role-based passwords ensure that only those with authority can alter records, and those without permission can only view documents. As a result, student records are less vulnerable to breaches and data being used for criminal activity.

Instant data extraction: Student records are instantly accessible, including old files in the archives. As a result, should administrators or ex-students require records for any reason, they can be searched and extracted immediately.

Student life cycle records: From junior kindergarten until grade 12 and beyond, school records management systems follow a student’s progression. As a result, facilities can track and record a student’s educational journey. Everything is backed up, so there is zero risk of lost records.

Improved student education: Educators can refer to a student’s performance history to understand behaviors and patterns. As a result, students receive the attention they need to either fast-track their education for above-average performance or receive a specialized IEP to help students succeed.

Student safety: Arrive safe systems monitor attendance so that when a student does not arrive for school without parent notification, the balls are quickly set in motion to determine why. It also allows schools to track poor attendance and alert parents or raise red flags for risky home environments for chronic absents.

Fostering teacher/student/parent relationships: Teachers can follow their students along their educational journey through accurate student records. As a result, they can use past behaviours and performance to create stronger bonds with students and help keep them on a path to success. It also helps forge trusting relationships with parents, with accurate records demonstrating the teacher’s commitment to maintaining the educational standards set by the board.

Digitization of student records and implementation of a student document management system helps streamline student data management processes. As a result, administrators and teachers can focus on student-centric tasks, educational strategies, and cost efficiencies that contribute to improved educational experiences.

If you would like to learn more about implementing a student record management system at your educational facility, the experts at MES can help. Click here to set up your free consultation today.

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