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Friday, August 11, 2017
Posted by at 8:00 am

Using a Document Management System to Comply With New Student Privacy Laws

States are taking proactive measures to limit access to student records. New student privacy laws aim to provide ample protection to students and families, but they make the job of administrators (as well as teachers and everyone else involved in the individual’s education) far more difficult. Most states now have these laws in place, requiring specific measures to be taken to minimize access to student information and data. How can today’s school – often one struggling to meet budgetary guidelines already – comply with these new rules?

Balancing Data and Student Security

Student data privacy laws are growing in importance to minimize access to sensitive information that puts students at risk. Information ranging from names to Social Security Numbers are at risk. At the same time, the need for increased access to data is growing. Data can provide insight that educators can use to help encourage new ways of learning and offer insight into what’s working and what’s not. Balancing access to data and security isn’t always easy to do.

Student privacy laws are growing – not minimizing. While data continues to be sought after, it’s not going to be at the risk of exposing student data without proper document management for K-12. So, what are organizations to do when they need to find a balance in these areas? Document management systems can offer a key solution to open doors for all of these needs.

How Can a Document Management System Help Achieve Security Goals?

Document management is at the heart of the security concern that schools are facing. The key is to prevent the sharing of the wrong information with the wrong people. Yet, when a new student enrolls in a school, how many people need to touch that application and personal information to get the student enrolled in the school and within the district? Add to that the number of copies of that information are made and stored in numerous places. Then, there’s the risk that the student’s information will need to be provided again, year after year, as part of the new school year. This creates risk and it creates a key opportunity for sensitive information to be stolen.

What if you could take away all of that risk? What if you could remove all of the vulnerabilities at your school? You can do that with the right document management software.

Public and private schools of any size can benefit from managing, securing and accessing all types of student data through a document management system. Treeno’s Electronic Document Management, for example, enhances security by allowing only authorized users to access information. Here are some key benefits:

  • Access to student and business documents is made easier. Documents are accessible through mobile applications, but it is stored safely so that only those who have approval can access the information.
  • There’s less paper. Not only is that good for the environment, but it also minimizes the amount of exposure present.
  • Automated processes help with ensuring proper tracking and accountability – all of those student privacy law compliance requirements can be met without a second thought.
  • Nobody can access information they do not actually need.
  • Streamline and automate every facet of the document retention and destruction process. Schools and customize these solutions to meet their unique needs.

Privacy laws pose a challenge for schools, but they are fundamentally a good thing and an important step. With document management tools, these laws no longer have to be a stumbling block to worry about.


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