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Case Study

A Wisconsin School’s Journey to Safer, Smarter Recordkeeping

When a Wisconsin school district needed to clear space and modernize its recordkeeping, they turned to EO Johnson for help. What started as a solution for a district office move quickly became a district-wide digital transformation - making student records, HR files, and maintenance documents easier to manage, more secure, and instantly accessible.


Services Provided

Secure Document Digitization | Secure Document Management Solutions

  • 3

    Unique Scanning Projects

  • 177

    Boxes of Files Scanned

  • 512246

    Completed Standard Images

  • 6476

    Completed Large Format Images

About This Wisconsin Public School

In the bustling world of schools today, where space is limited, resources are stretched, and time is of the essence, one school district in Wisconsin faced a familiar challenge. This district, much like many others, found itself grappling with the age-old problem of paper records consuming precious space and slowing down their processes. As they pondered the complexities of digital transformation, they embarked on a journey that would not only streamline their processes but also ensure the secure and efficient management of student records and human resource files.

case-study-wisconsin-school

  • The Challenge

    The primary motivation for this digital transformation project was an imminent relocation of the district office. Space was already at a premium, and file cabinets filled with student records were occupying valuable areas that could be repurposed. The district was determined to avoid moving these paper files to the new building. They sought to eliminate all paper records before the move and streamline processes but were unsure how to achieve this.

    As they started to consider other challenges and desired outcomes from a digital transformation project for student services, a few stood out. 

    • Improved record retention. Special education documents have specific timeframes for retaining and destroying that were hard to manage with paper records. 
    • Easier and more secure records requests. The transfer of special education files to other schools needed to be handled through the mail, UPS, or the CESA system. These records contain private information and there wasn’t a clear chain of custody. They also couldn’t be transferred in a timely manner. 
    • Better accessibility. A physical file may be removed from a file cabinet, sitting on someone’s desk, or otherwise not accessible from another building location. 

  • The Solution

    After a thorough site assessment, EO Johnson outlined the process and the security measures in place, providing a clear and concise timeline for the project

    All student records were digitized in about two weeks with the project being completed over the summer to work well with the district’s schedule. The digital records were then placed into a new document management system provided by EO Johnson, Global Search. Files were organized by student groups – active, inactive, graduate, and home school. Searchable fields were established like name, date, cohort grad year, and birthdate. 

    “Everyone we worked with at EO Johnson was polite and thorough. They picked up the records, and we didn’t need to do anything. They asked all the necessary questions about how we use and access files, so we could customize the software for our needs.” - District Student Services Administrator.

    With the success of the student record scanning project, they took a closer look at other areas of their school district that could benefit from a digitization project. 43 boxes of Human Resources and payroll records were digitized by EO Johnson in less than two weeks with the data imported into the document management system. Additionally, EO Johnson preserved the district’s large format maintenance documents through a document scanning and indexing project.

How it Helped

A Smarter, More Streamlined Approach to Managing School Records

From improved accessibility and efficiency to cost savings and reclaimed space, digitizing school records transformed the way this school community works.

  • Improved Accessibility

    With nine buildings and administrative staff who travel between them, student records can now easily be accessed from wherever they are working. Administrators also find it much easier to work in a digital record system than an overcrowded file cabinet.

  • Efficiency for the School Community

    Processes are much more efficient now. A parent signature can be done quickly with a digital document, records can be found efficiently for clinics or families requesting them, and student files are easily updated when there is a records request.

  • Cost Savings

    There is a reduction in copying, envelope, and mailing costs now that files are digital and can be sent electronically.

  • Space Availability

    Space in the new building location didn’t need to be allocated for file cabinets and boxes.

  • "EO Johnson was great to work with from start to finish. From building the initial cost estimate, to moving the files, the communication throughout, the customization of software, and the follow up after the project was completed - everything was excellent." 

    District Student Services Administrator
    Wisconsin School

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