Schools Ace Document Management with E-Forms

Thursday, September 12, 2019

Schools Ace Document Management with E-Forms

With over 2.7 million K-12 students in the public school system, Florida counties are responsible for processing, tracking, and reporting millions of student forms – a number that continues to grow each year.

Maintaining a digital record of all those forms as required by state regulations is the kind of job that document management software was designed to tackle, quickly and cost-effectively.

But it’s not a one-size-fits-all kind of challenge.

As an experienced provider of document management solutions, including E-forms, to schools, hospitals, government offices and businesses across the Southeast, the Image One team has deep expertise in implementing the right document management solution for the job, working with clients to tailor a solution that captures and  improves upon their own systems and processes.

State-required Forms Management

Florida Statute 1008.385 requires each county to have a consolidated system of data management to “…collect, via electronic transfer, all student and school performance data required to ascertain the degree to which schools and school districts are meeting state performance standards, and … be capable of producing data for a comprehensive annual report on school and district performance.”

The statute requires that each district with a unique management information system ensures that its system is compatible with the state’s, enabling the smooth electronic transfer of information in the appropriate format.

Of the millions of forms that Florida school districts process each year, we see three that have the capacity to quickly overwhelm the efforts of administrative staff at the start of a new school year, particularly in districts that still receive a lot of incoming paper forms:

With the emergence and growing adoption of E-forms, however, the work of collecting, managing and archiving these forms has been dramatically reduced. E-forms not only streamline the collection and processing of required forms, the convenience of being able to fill out forms online improves participation rates and reduces errors. Now Image One can make it even easier for Florida school districts to share in the efficiency.

E-Forms Solutions for the Sunshine State

Image One has worked with some of Florida’s largest school districts to assess their document needs and implement solutions for the collection and processing of student information, from registration forms to textbook assistance applications, to records requests, to community service hour tracking. That means school districts that want to implement or add to their own suite of document management solutions don’t have to go back through the RFP process to move forward. All that’s required is the existing contract information from any district working with Image One.

The combination of E-forms and customized document management solutions can provide a wide-range of benefits:

  • A system of forms management compliant with state regulations
  • Decreased cost of paper usage
  • Decreased environmental impact of using less paper
  • Simplified, easier-to-use forms
  • Improved completion rates
  • Less time devoted to data entry
  • Reduced errors in forms
  • Significant savings in printing costs
  • Staff time savings

An Experienced E-Forms and Document Management Partner

Our core services include the assessment of document management processes, and the implementation of customized software and processes for document capture, indexing, management and retention of all documents and data. We have deep experience managing records for government offices, law enforcement, schools, hospitals, doctors’ offices, and a broad array of other organizations with specialized needs around records retention and access.

If you’d like to learn more about what having an experienced and reliable partner can do for the efficiency and effectiveness of your document management processes, give us a call or click on the link below.

Learn More about E-forms and other Document Management Solutions