Next in our series on why schools should invest in professional school management systems is records management.

School management, like the office, has changed a lot in the last century with the invention of new technologies like computers, internet, email, cloud storage, among other things. These tools have greatly improved efficiency as well as collaboration and communication in the office. However, not everybody has embraced this change, as is estimated that over 80% of all school records remain stored solely on paper. This might be due to technical or financial difficulties that hinder schools from implementing a professional school management system. These hindrances can and need to be overcome because the gains are highly significant and far outweigh the drawbacks, of which there are none. The benefits of moving to an electronic records management system include:

1. Reduced Costs

All the paper adds up. The cost of maintaining an archive of paper documents is completely eradicated by switching to an electronic system. Such costs come in form of money, time, and labour, and for a school that needs to keep all the records of thousands of students and staff dating back years if not decades, the savings can be quite enormous.

2. Increased Efficiency

Switching to an electronic records management system will present a massive productivity boon to the staff. Records that would have otherwise taken hours to find among the pile, or otherwise been lost due to hitherto uncontrollable circumstances, can now be retrieved with a few taps on the keyboard. Same goes for creating records. A professional school management system allows the users to be able to carry out their work no matter their location within or outside the office and on whatever device they are on.

3. Improved Collaboration and Communication

A professional school management system enables the staff to easily collaborate on tasks and share data. As data uploaded to the system is instantly available to all authorized users...

Read more on Exercise Book, the BlueBic blog.

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