Rapid City Area Schools goes paperless and gets back time to focus on students.

Rapid City Area Schools seamlessly integrated Upland Software’s workflow automation and document management solution with their Skyward Student Management Suite to digitize records and streamline processes. By integrating FileBound’s workflow automation and document management capabilities into their current processes, Rapid City Area Schools found a secure solution facilitating a better way to perform record and document management, retention, and distribution within each school and across the district.

Customer success highlights

• Student records are now easy to locate and retrieve from any location, and all current and former student records dating back to 1910 have been digitized.
• Invoice processing that used to take three AP staff members a week or more can now be completed in less than two hours.
• Service to students is faster than ever since all associated documentation is tied directly to the student record in Skyward.
• The district has created a trustworthy disaster recovery plan by digitizing files.

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The challenge

The school district was challenged with maintaining records and documents that followed each student through K-12 and were archived in its 1,800-square-foot storage facility. Storing mountains of records was expensive, and the district knew sensitive student information was at risk without a disaster recovery plan. Busy staff struggled to keep up with all the paper and also had many inefficient form-driven central office processes that took up too much time. The district wanted to digitize records so their staff could perform daily central office and student-facing work more quickly and easily.

How they did it

The FileBound solution seamlessly integrated with the district’s Skyward Student Management Suite and School Business Suite software it used for its Student Information System (SIS) and Enterprise Resource Planning (ERP). Now that all documents are digitized, district staff can automatically manage records retention, security, and auditing policies. The district also back up all records and images for onsite and offsite disaster recovery protection, and all scanned documents are shredded to help reduce storage costs.

The results

Within two years, staff had digitized all current student records and all former student records dating back to 1910. Student records are now easy to locate and retrieve from any location. Service to students is faster than ever since all associated documentation is tied directly to the student record in Skyward.

Central office duties are now much more efficient. Invoice processing that used to take three accounts payable staff members a week or more can now be completed in less than two hours.  The move to paperless allows the district to easily track records and has created a trustworthy disaster recovery plan. They have also saved thousands of dollars in printing, maintaining, transporting, and storing physical paper files.

Employee and Contract Management records containing 30-40 standard documents are now easily managed using FileBound. Human Resources processes for annual contracts are available online and enable remote staff to simply log in and quickly complete all paperwork. The district continues to find more ways to utilize FileBound to solve tedious processing woes, and this success story continues to evolve.

“The district was drowning in paper. It took staff forever to manually correlate, store, and retrieve student records. Digitizing documents has helped us conquer the chaos of paper documentation and modernize our services.”

Nancy Williams
Business Analyst
Rapid City Area Schools

Ready to dive in? Learn more about how FileBound helps K-12 districts take control of their document management processes.

There’s more work to do.  See how FileBound’s Electronic Forms and Forms Portal works.

Expand your efforts. FileBound also tackles challenges Human Resources staff face daily.