Document scanning is an efficient, secure way to keep track of and store files over time. When you digitize documents it saves you physical space, provides an easy way to collaborate and share, and gives you the ability to search and edit documents. These are capabilities that benefit institutions of all kinds, including higher education. Document scanning for higher education institutions has some specific guidelines that must be followed. Record Nations and our partners are versed in the various compliance and security measures that are applicable to colleges and universities. We understand that records management plans are not one-size-fits all, so our team works hard to give customers multiple quotes on various services that fulfill the project requirements.
Benefits of Document Scanning
Document scanning can yield significant advantages for higher education institutions. Not only does digitizing bring you into the modern era, but it increases your security and efficiency.
Digitizing = Modernizing
Keeping up with competitors is critical. Now more than ever, students, faculty, and staff expect quick turnarounds and a seamless digital experience. Document scanning allows for files to be accessed easily by authorized individuals, lowering your costs as well as frustration.
Increased Security
The security of documents themselves as well as the information contained within them is paramount for higher education institutions. When stored in an office, physical documents are at risk for damage from natural disasters and wear and tear over time. Even if they are kept in a locked room or filing cabinet, they can still potentially be accessed by nefarious individuals. Document scanning reduces the need for physical documents to be stored on site, preserves them in their original condition, and protects them from prying eyes.
Efficiency
Searching through physical files can take large amounts of employee time and resources. If you choose to index your documents you can make searching through a database simple for users. Either choose to make the document editable or preserve it as it is.
Compliance and Privacy
There are certain privacy laws and regulations that higher education institutions must follow when creating document scanning and management plans.
Family Educational Rights and Privacy Act (FERPA)
FERPA is a federal law that protects the privacy and accessibility of education records. The law gives parents certain rights with respect to their children’s education records, including the right to inspect and review the records. Institutions must have written permission from the student to release any personally identifiable information from their education records, except in some specific instances. Scanning student records can be an efficient way to share information with students and families.
Health Insurance Portability and Accountability Act (HIPAA)
HIPAA is a federal law that protects private health information. This could apply to educational institutions that have healthcare components, such as student health services or medical research programs. Institutions must comply with HIPAA regulations when handling protected health information related to students and employees. Record Nations has specific resources for scanning medical records that maintain their security.
Payment Card Industry Data Security Standard (PCI DSS)
Most higher education institutions handle payment information. For all transactions, institutions must comply with PCI DSS requirements. This promotes the secure processing, storage, and transmission of cardholder data. If there is paper or electronic documentation of this information it must be handled specifically in accordance with this law.
General Data Protection Regulation (GDPR)
GDPR is a European Union regulation that applies to higher education institutions that collect and process personal data from students and employees in the EU. Record Nations can assist you in finding a provider that ensures compliance with GDPR’s requirements for data protection and privacy.
State Data Breach Notification and Records Retention Laws
Many states have their own laws governing data breach notifications, retention of documents, and disposal of records. Data breach notification regulations require organizations to notify affected individuals and appropriate authorities in the event of a security breach involving personal information. Retention and disposal laws regulate how long documents must be kept for before their disposal and, potentially, how the files are disposed of.
Americans with Disabilities Act (ADA) and Section 508 of the Rehabilitation Act
Higher education institutions must consider accessibility requirements for digital documents. Scanned materials must be accessible to individuals with disabilities in accordance with laws such as the ADA and Section 508 of the Rehabilitation Act.
Higher Education Solutions with Record Nations
Record Nations can assist your organization in finding compliant, affordable document scanning for higher education institutions. With over two decades of experience creating document management plans for individuals and businesses, our team is ready to set you up with multiple free quotes from trusted providers. To get started today, fill out the form or give our experts a call(866) 385-3706
