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Redbridge Community School selects Documation for document management

Monday 6th December, 2021

Redbridge Community School implements Documation’s document management solution for storing, retrieving and archiving student files in line with Government guidelines.

Southampton based Redbridge Community School has over 1,000 students, the school is housed in a state of the art modern build with excellent ICT facilities and some of the best sporting facilities in the area.

Each year the School receive paper files for each student that are sent from the feeding Primary schools. These files follow the students during their time at school and are then archived as they need to be held for 7 years from the student leave date. Currently this information is kept in filing cabinets but is often needed to be referred to for current and previous students by Heads of Year and SENCOs.

RCS looked to find a solution to digitise these documents so they can promote paperless working, freeing up essential office space and improve document sharing, access and visibility through secure self service digital retrieval. This in turn avoids the risks of documents being mislaid, lost or damaged and reduces time taken for filing and retrieval.

Jason Ashley, Headteacher said, “Over the last few years we have wanted to digitise and place our student files in a safe online space. Given the requirement to hold files for 7 years, placing these in an online ‘vault’ will allow us further security and an efficient 21st Century solution with quick access, when required.”

Documation’s cloud hosted document management solution enables data capture through scanning. Documents are sent as pdfs, indexed and filed in a structured data file system. This allows simple retrieval of documents for review, and provides a full visibility of document audit and history and automated document retention in line with government policy for 7 years from student leave date.

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