The exams are in full swing and the end of term is just around the corner. There is something about breaking up for the school holidays that makes us look ahead and make plans. If you are responsible for managing documents in a school, college or university, now could be the perfect time to think about document management and get ahead for September.
We provide records management solutions for the education sector and can work with you to securely store or scan (or both!) your documents. We can also dispose of them in a secure way when they are no longer required helping to ensure that your institution stays data compliant. You can have peace of mind when you work with Archive-Vault.
Why records management is crucial for the education sector
Here at Archive-Vault, we understand the pressures educational institutions face when it comes to managing confidential documents. Throughout the academic year, schools, colleges and universities process a large quantity of personal data such as student and employee records which may have sensitive data including information on health.
Education institutions need to be very careful when it comes to data. It is essential that it is archived correctly to avoid any breaches and to ensure that the General Data Protection Regulation (GDPR) is followed to the letter. This requires any personal information about an individual (staff and students) to be processed confidentially and securely. If any organisation does not keep data safe and secure, they risk being fined by the Information Commissioner’s Office (ICO).
This can seem overwhelming but with the right support from a professional Records Management company like Archive-Vault you can stay compliant. We take the worry away so that you can focus on other priorities for staff and pupils.
If you would like to find out how we can help manage your education documents, contact us.
How Archive-Vault can support the education sector
- Free up your valuable space to prevent filing cabinets cluttering up the school’s offices.
- Organise documents with a robust indexing system to ensure they can be found easily.
- Offer the option to digitise your documents to help you work more efficiently.
- Provide full traceability so that you know where your documents are at any given time and who has accessed them.
- Help you comply with GDPR by securely destroying documents when they reach their retention period.
At Archive-Vault we can provide you with a full Records Management service. We take care of your records, giving you more time to spend on other education projects.
Document management for schools, colleges and universities
Client Portal
With Archive-Vault, managing your documents couldn’t be simpler. We like to make things as simple and stress-free as possible for our clients.
Our online client portal is a convenient way to manage your documents at the touch of a button. This innovative portal features barcode tracking, the ability to categorise documents in a personalised system to suit your school, college or university, and arrange secure deliveries. Our professional team can retrieve any documents and deliver them to your site as soon as you need them. The barcode tracking ensures that you know where any paperwork is at all times. Only staff you approve can gain access to the portal so you have control of confidential data.
Secure and safe document storage
There are so many benefits to offsite document storage for the education sector. The most obvious being that creating space at a school, college or university can make way for more learning space which can be especially helpful during the exam period. We know it can be a really stressful time for students, so an additional quiet area for study or to revise in peace would be welcome. What’s more, when you consider the confidential nature of some education documents, offsite storage can give reassurance to staff that paperwork is safe and secure.
However, it is crucial that you find the right storage for your institution. With Archive-Vault you can rest assured that your documents are in safe hands. The security of our facility is a top priority, with 24/7 CCTV monitoring and intruder alarms that only allow access for our tracked vehicles and DBS-checked staff who gain access via security passes. Our purpose-built building is fire and flood resistant so your documents are protected against natural disasters.
We can visit your site, box up your items for storage and carry out a full indexing service. You might prefer to oversee the process, in which case, we can deliver the storage boxes for you to fill with documents and archive on the portal and when you are ready, we make a collection. Whichever option you choose, full access to our Client Portal will be granted. Our professional team are ready to support you however you want to do your storage and will tailor the service to the needs of your institution.
Documents we have stored for education sector clients include:
- Accident records
- Medicine forms
- Account information
- Pupil files
- Covid-19 forms
- Food logs
- Funding forms
- Staff files
- Policies
- Risk assessments
- Old timetables
- Payroll
We can store any pupil, staff, building, finance and governance documents to suit your requirements.
Secure scanning service
Are you running out of office space for document storage? It could be that you just don’t want all the hard copy documents onsite. We can scan your paperwork, such as past exam papers and risk assessments, and return them in electronic format on a secure hard drive so that you have instant digital access and free up much-needed physical space. Should you wish, we can also upload your documents to our secure client portal.
At Archive-Vault, we use state-of-the-art scanning equipment to ensure our education clients get the best digital resolution. Our professional team will digitise your documents to the requested format in your preferred dpi. At Archive-Vault, we provide a bespoke service tailored to client needs.
Secure destruction of documents
Archive-Vault strictly adheres to the Data Protection guidelines set out by the ICO. We are committed to the highest level of document storage and that means that we will protect your education documents through the entire information lifecycle, which includes secure destruction.
Schools, colleges and universities need to dispose of any expired documents securely to comply with GDPR. You can look through your boxes in our Review Room to decide what documents are no longer needed and what can be returned to our secure store. We will then carry out a secure destruction of any outdated documents. You can rest assured that we always require authorised signatures before destroying any paperwork, working with you to ensure you stay compliant.
Records management solutions for the education sector throughout East Anglia
We help education institutions across Norfolk and Suffolk store their documents securely. Contact us to find out more about how we can help your institution and to get a quote.
