K-12 schools and districts · records
Every cumulative folder one search away, with the IEP behind its own lock.
For district registrars, records clerks and special education coordinators. Scan the cum folders once, file every page by student ID, answer the next school's records request in minutes, and keep special education records to the people who may see them.
Five sections, five sets of people who need them.
In a drawer, the whole folder goes to whoever pulls it. Filed as document types, each section opens only for the people who work with it.
Enrollment
Registration form, proof of residency, birth certificate copy, custody and guardianship papers
Registrar and front office
Permanent record
Report cards, attendance summaries, and for high schools the official transcript
Registrar and counselors
Health
Certificate of immunization, health forms, medication authorizations
School nurse
Assessments
State test score reports, screening results
Counselors and teachers
Special education
Evaluations, IEPs, 504 plans, prior written notices, consent forms
Special education staff, behind its own permissions
When a student moves
“The new school needs her records by Friday.”
Today that means finding which building has the folder, pulling it, copying it and logging what went out. Some states also set a deadline for sending it. With every folder filed by student ID, it goes like this.
- 1
The request arrives
The new school asks for a student’s records. Request letters that arrive by email can be captured from the records mailbox and filed with the student.
- 2
One search by student ID
Every document filed for that student comes back together, from every building the student attended, scanned or electronic.
- 3
Send what the policy allows
FERPA lets you send records to a school where the student seeks to enroll without consent, if your annual notice says you do, or after a reasonable attempt to tell the parent. Leave special education records to the people who handle them.
- 4
The disclosure is on record
Documents emailed from Content Central are logged with their recipients and the date, which gives you the facts for the record of disclosures FERPA asks you to keep with the student’s file.
Search filtered by Student ID: twelve documents for one student, from every office that filed one. Example data.
Special education
IEPs open for the people who serve the student. Everyone else sees nothing.
Special education records are education records under FERPA, and IDEA adds its own confidentiality rules on top. Put evaluations, IEPs and 504 plans in their own document types and give them their own permissions.
IDEA asks forA record of who outside your authorized staff got access, with the name, date and purpose.
In Content CentralThe Event Viewer logs every view, download and email, with its recipients, by user and time, and Require Reason for Access makes staff state why before an IEP opens. The reason stays in its history.
IDEA asks forA current list of the staff who may see these records, and one official responsible for them.
In Content CentralPermissions are set per group on each document type, so the group list is the list. Limit by a field such as School or Case Manager to narrow it further.
IDEA asks forParents can inspect the records before any IEP meeting, and in no case more than 45 days after asking.
In Content CentralOne search by student ID gathers every special education document for the meeting, from every year and building.
Getting decades of folders in.
For the steady flow
Type the student ID once
In Content Central, scan a student's folder as one stack with QCard separator sheets between the documents, and type the student ID once. Every document carries it and joins that student. Good for a front office scanning a few folders a day.
For the backlog
Let CapturePoint 6 read the pages
Point CapturePoint 6 at a few of your own folders, with their certificates of immunization, high school transcripts, report cards and registration forms, and it sets up the job from them and reads the student ID on each. It splits each folder into documents on the scanning PC and sends them to Content Central with their fields.
Every building, one district system
Limit access by a School field, so each front office sees its own students and the district records office sees all of them. How limiting by field value works
Kept as long as your state says
FERPA does not set retention; your state's schedule does, and it often keeps the permanent record far longer than the rest of the folder. Give each document type its own retention period, and hold any folder past its date when you need to.
Bring one cum folder. We will file it, lock the IEP and answer a records request with it.
A free demo of Content Central with your own forms, set up the way a district would: by building, by section, by role.