Electronic preservation of school district documentation

Electronic conservation of school documents is fast becoming an attractive option for school districts. This advancement in technology, however, has posed some questions for schools:

  • Am I an archivist or record keeper?
  • Do students prefer school in a cloud?
  • What is your district’s carbon footprint?

Electronic preservation of school district documentation

Electronic conservation of documents, knowledge, and historical records in perpetuity is fast becoming an attractive option for school districts. When you consider that the average administrative person earns approximately $14.00 per hour in the United States, and factor in the expense of personnel manually entering student data, electronic preservation presents an extremely affordable alternative.

Am I an Archivist or a record keeper?

For the most part, a school district keeps records: grades, student registrations, attendance, personnel certifications and other transient information that can be destroyed after a certain number of years.

School districts are also Archivists, though. While the minutes of each board meeting may seem mundane at the time, imagine how they may be used to change the entire country’s educational system.

The individual keeping the meeting minutes for the Board of Education in Topeka, Kansas likely had no idea that, in years to come, the decisions made at those meetings would be relevant in the Brown v. Board of Education decision that forever altered the inclusivity of education.

Not all matters decided at school board meetings will carry such impact. However, storing only paper records or even thumb-drive or other single-location data records risks losing information that may become of historic interest.

Cloud storage offers eco-friendly, retrievable and secure preservation of any documents, debates and decisions that may be extremely relevant to future generations.

Do students prefer Cloud-Based Education?

Today’s students do not remember life without cell phones. Even if they had to reach a certain age before receiving a cell phone of their own, Early Childhood Today recommends starting to familiarize a child with computers by age 2 1/2 years.

School districts that recognize this trend invest in a cloud-based learning system early. School districts that choose to ignore the pervasive use of technology in a child’s life fall behind.

A cloud-based education system allows students to check homework assignments on their cell phones or other devices. This accessibility means that students are less likely to fall behind their lessons should they miss a few days of school due to illness.

Additionally, most cloud-based learning systems allow students to submit homework online in their personal folder. No more forgotten assignments. No more worrying about a computer crashing and taking an entire paper with it.

Students can even track their grades online so that they know which subjects are smooth sailing and which require additional attention.

What is your district’s carbon footprint?

On average, it takes a little over half a tree to produce one carton of copy paper.  While that might not sound like much of an environmental impact, carefully study your budget to see how many cartons of paper your school district utilizes on an annual basis. You may be surprised to find out the amount of carbon footprint you are leaving.

The office keeps paper copies of all student records. Teachers use handouts in the classroom and for homework. Even with stand-alone computer systems, students print out assignments in the library.  A cloud-based education system would eliminate much of your district’s negative environmental impact by allowing safe storage of electronic student records, paperless assignments and online homework submission.

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