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Case Study

The Wisconsin Rapids School District Preserves the Past & Secures the Future

Faced with decades of aging records and growing demands for faster information access, Wisconsin Rapids Public Schools partnered with EO Johnson to digitize critical documents across multiple departments. The result? Improved efficiency, secure historical preservation, and a smarter use of space - all with a local partner they trust.

Services Provided

Secure Document Digitization

  • 9

    Years of Ongoing Scanning Projects

  • 187

    Boxes of Files Scanned

  • 40

    Books, Binders, & Microfilm Rolls Scanned

  • 447239

    Completed Images

About Wisconsin Rapids Public Schools

Wisconsin Rapids Public Schools (WRPS) is a unified school district with a total enrollment of approximately 5,090. WRPS includes seven elementary schools, one middle school, one senior high school, as well as other specialized programs, 4K, and virtual programming.

image of two teaches walking down a school hallway

  • The Challenge

    Several departments within the WRPS District Office, including Administration, Accounting, and Human Resources, relied heavily on paper documents. Some historical Board records dated back to the 1930s and were stored on aging media such as microfiche, which was rapidly deteriorating. If left unaddressed, this critical information risked becoming permanently unreadable and lost. In addition, hard copy records from the 1960s and beyond were also showing signs of degradation. To preserve this important institutional knowledge, the District recognized the urgent need to act.

    The Accounts Payable department faced unique challenges as well. Records originated from multiple vendors and were time-sensitive in nature. WRPS Board Members frequently requested documentation related to previous month’s transactions for discussion during monthly Board Meetings. Fulfilling these requests required Accounts Payable staff to manually sift through file cabinets, an inefficient and time-consuming process.

    Human Resources encountered similar issues. Their records occupied several large file cabinets, and the physical volume continued to grow with ongoing staff turnover. Due to strict retention requirements, disposing of older documents was not a short-term option. Finding specific records meant physically accessing cabinets and sorting through folders, consuming both valuable space and staff time.

  • The Solution

    As an existing EO Johnson Managed Print Services client, WRPS chose to expand the relationship by adding document scanning services and continuing to work with a trusted local partner. The first priority was preserving the district’s oldest and most fragile records. Board documents, including those stored on microfiche, were scanned into high-quality, fully text-searchable PDF files. Each file was consistently named for easy retrieval.

    “EO Johnson brought experience and knowledge, would find the answer if we didn’t know it, and would find solutions to what seemed like impossible problems,” said the WRPS Administrative Secretary.

    To improve efficiency in Accounts Payable, a monthly scanning workflow was implemented. Documents were scanned and returned within two business days of receipt. To help control costs, EO Johnson trained WRPS staff to handle document preparation in-house. Because all transactions were tied to a core accounting system, WRPS provided a data file each month, allowing EO Johnson to automate the indexing process. The result was custom-named PDFs labeled with check number, check date, and vendor name.

    For Human Resources, WRPS staff organized employee files by document type before EO Johnson conducted the scanning. Each scanned file underwent a detailed 1:1 quality check to ensure accuracy and completeness. As with Accounts Payable, a database file enabled automated indexing, and the final output was neatly organized digital records containing custom-named PDF files by document type for each employee. HR records continue to be processed by EO Johnson on an annual basis.

A Partnership that Produced Results

Transforming Document Handling Across the District

Digitizing records didn’t just solve a problem - it transformed how WRPS operates, giving staff faster access to information, preserving critical history, and reclaiming valuable office space.

  • Improved Accessibility

    All information can now be accessed more easily. File searches for custom-named PDF files enable staff to find specific documents more quickly than digging through file cabinets.

  • School Board Efficiency

    AP records being processed within two days of receipt enabled staff to quickly fulfill School Board Member requests.

  • Historical Preservation & Security

    Valuable documents dating back to the 1930s are now securely stored and protected through regular data backup protocols.

  • Reclaimed Office Space

    By digitizing historical records, WRPS has greatly reduced the amount of space once occupied by these paper files.

  • “It’s great to know that EO Johnson is equipped to handle documents that contain confidential information - the whole process has been very simple and secure. Digitizing our documents has freed up physical space normally needed in file cabinet drawers, and we can more readily locate documents.”

    Administrative Secretary
    Wisconsin Rapids Public Schools

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