Student Records Scanning

Document Scanning in the Education Industry

Public and private educational institutions have a growing need to manage their student records effectively. These institutions are faced with the challenge of storing these records and being able to retrieve them when necessary. Shoreline’s experience in the document management industry has equipped us to assist several schools with their student records. We offer solutions such as document scanning and document storage that improve the way educational institutions operate. Shoreline has 20+ years of experience in the document management industry to help your school district take control of its student records.

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We have worked with Shoreline Records for several years; they’ve handled both large and small projects for us and all were completed in a timely and professional manner. Tom and his staff communicated throughout the projects, making sure everything was done to our standards.

Mary Beth Cunningham

Carter, DeLuca & Farrell LLP

"I have worked with Shoreline for over 18 years, and they have always been professional, responsive and accurate. Tom and his staff are all very attentive, and quick to respond to their customer's inquires and needs."

Hellman Chica

Penny Imaging Exchange Inc

"What a pleasure to work with! We have been working with them for 12 years. Everything runs smooth, and so easy to access the files they scan for us."

Janice Scutaro

D'Addario & Company Inc.

The Bayville Fire Company #1 was preparing to celebrate its 100th Anniversary. We wanted to scan all our meeting minutes and keep our bound journals intact since those had handwritten notes dating back to our founding as a company. Tom from Shoreline Records Management met with us in person to discuss our document management needs. Now, 100 years of documents are safe and can be easily accessed on the computer. Shoreline has been a strategic partner for our fire company in preserving our history and digitally maintaining our documentation.

Ryan M.T. Roethel

Past President - Bayville Fire Company #1, Bayville, NY

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What is a Student Education Record?

The Family Educational Rights and Privacy Act (FERPA) defines a student record as “all records that schools or education agencies maintain about students.”

These records may include:

Date and place of birth, parent(s) and/or guardian addresses, and where parents can be contacted in emergencies
Grades, test scores, courses taken, academic specializations and activities, and official letters regarding a student’s status in school
Special education records
Disciplinary records
Medical and health records that the school creates or collects, or maintains
Documentation of attendance, schools attended, courses taken, awards conferred, and degrees earned
Personal information such as a student’s identification code, social security number, picture, or other information that make it easy to identify or locate a student

The Challenges of Storing Student Records

School districts face the biggest challenge in managing their student’s records because there are no formal retention requirements for maintaining them. FERPA suggests that school districts keep temporary student information for a least 5 years after the student no longer attends. In addition, FERPA also suggests that permanent student records should be kept for a minimum of 60 years!

However, maintaining these records for such a substantial amount of time may be challenging due to insufficient storage space within the facility. If the district can store the documents on-site, the storage conditions are rarely suitable for the long term. Older records can be badly damaged if stored in facilities without temperature or humidity control. Consequently, some districts turn to off-site storage where they become locked into long-term contracts that end up much more costly than initially anticipated.

a cycle that shows the process of digitizing paper records

The Solution

Shoreline works with schools, higher education institutions and universities of all sizes, both public and private, to convert their physical student records to digital images. Scanning and digitizing student records provide solutions to these challenges.

With our Student Records Scanning services, you can:

Save valuable time and money searching for records
Eliminate the need to store records on-site, which allows for better utilization of space
Significantly, reduce the cost of storing records in a storage facility
Access every document with a simple search
Reduce the element of human error

Our Document Scanning Process

Free Consultation

One of our representatives will contact you to evaluate your company's needs and walk you through the process. We will ask questions about volume of the project, indexing criteria, etc.

Shoreline Records Management Document Scanning Process

Project Implementation

Once a workflow for your project has been established, we will handle all of the functions for digitizing your documents and get them ready for import to your software platform. We handle all of the pickup & transport, document preparation, document scanning, indexing, and quality control processes.

Project Integration

If you don't already have a document imaging or management software, we can work with you to find the best solution to meet your needs. This includes a free demo of a cloud-based document management system or images delivered back on fully searchable PDFs onto a portable media.

Ready To Transform Your Document Experience?

Whether you'd like to get more office space by outsourcing your documents or decide that you'd like to automate your current document workflow, Shoreline is here to help!

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