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Case Study

The Chetek-Weyerhaueser Area School District Makes a Digital Shift with a Lasting Impact

Faced with a fragmented, paper-based records system after a district merger, Chetek-Weyerhaeuser Area School District needed a smarter, more efficient way to manage student files. With limited staff resources and outdated backup formats, they turned to EO Johnson for a comprehensive digital scanning solution. The result? Faster access to records, enhanced security, and a clear path toward a paperless future.


Services Provided

Secure Document Digitization | Secure Document Management

About the Chetek-Weyerhaeuser Area School District

Chetek-Weyerhaeuser Area School District (CWASD) represents students from Chetek and Weyerhaeuser, WI and surrounding areas. The combined district has 1,100 students and two facilities, a high school/middle school, and one elementary school.

image of a teacher working at her computer

  • The Challenge

    Managing student records at CWASD was anything but simple. After the District merger in 2010, the combined Guidance office inherited a disorganized archive of student records stored in a wide range of formats - binders, boxes, microfiche, and disks - arranged alphabetically or by graduation year.

    All files were housed in a locked storage area, and fulfilling a single records request required a time-consuming process of staff leaving their desks, locating the right keys, unlocking the room, and then starting the real search - trying to track down the right file in an inconsistent and cluttered system. The burden of this manual task fell on a small team of three already juggling other critical responsibilities.

    Adding to the complexity was the issue of outdated backup methods. While the Chetek records were preserved on aging formats like microfiche and floppy disks, CWASD had since transitioned to electronic records storage. Still, the backlog of older, paper-based records posed a major challenge in terms of both accessibility and security.

  • The Solution

    CWASD had a clear goal of transitioning all student records into a consistent, digital format with reliable backups to ensure long-term accessibility and security. But with limited internal staff resources and the time-intensive nature of scanning thousands of legacy documents, the District needed a trusted partner to handle the job.

    As an existing EO Johnson client, CWASD felt confident partnering with us for this critical project.
    “The project EO Johnson stepped into was quite a challenge,” said the CWASD High School/Middle School Guidance Secretary. “The records came in all shapes and sizes - single-sided, double-sided, small index cards, large cards, and standard paper. EO Johnson worked closely with us to understand how we wanted to search records and then built a custom system tailored to our needs.”

    We securely transported the records to our facility for scanning, keeping accessibility in mind throughout the process. If CWASD staff needed a specific file during the project, they simply contacted EO Johnson, and we quickly retrieved and emailed a digital copy - often faster than the staff could have located it in-house.

    Once scanning was complete, EO Johnson provided on-site training of the documents management system to ensure a smooth transition. “The timing of the training was perfect,” said the Guidance Secretary. “The system holds a lot of information, but if I ever have a question, I just call EO Johnson and get an answer right away. Their service is excellent.”

    Through this collaboration, CWASD not only improved records access and security but also lightened the burden on its staff, allowing them to focus on supporting students instead of digging through storage rooms.

Streamlining Records, Saving Time.

Modernizing Student Records Management

From faster access and improved security to time savings and reduced reliance on paper, CWASD’s move to digital records has delivered measurable benefits that continue to support staff efficiency and long-term sustainability.

  • Efficient Record Retrieval

    Having records available in an electronic format makes them easier to deliver to students and their families.

  • Reclaimed Time

    What once took minutes now takes seconds - staff can retrieve student records with a simple click, right from their desks.

  • Enhanced Information Security

    All digital files are securely backed up at two redundant locations.

  • Paperless Future

    Going forward, the need to print paper files has all but disappeared - setting the stage for a fully digital records system.

  • “Having all our student records in an electronic format is a huge benefit to us. We can fulfill records requests so easily now. And having EO Johnson do the back file scanning of our old records is the reason the job got done, and done accurately.”

    High School/Middle School Guidance Secretary
    Chetek-Weyerhaueser Area School District

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