webinar: best practices for managing student records requests

Best Practices:

Managing Student Records Requests

Presenter: Ron Christian

Scribbles provides a Software-as-a-Service (SaaS) platform to manage records, collect information, verify identity, process

payments and streamline the records management processes for K-12 school districts.

Full Service K-12 Records Management Company Hosted, SaaS Solutions designed exclusively for K-12 School Districts Online Student Records Requests Serving over more than 5 million Students Managing over 150 Million Student, HR and Finance Records Selected by 14 of the Top 30 School Districts in the US

K-12 Records Management Made Simple!

All Clients are References…

Requestors of Records

Current Students

Former Students

Corporate / Background

Checks

Gov. Agencies

School Districts - Transfers

Colleges & Universities

Law Firms

Adult Education Students

Who is Requesting Records?

Method Requesting

Records

Walk-Ins

US Mail

Phone CallsEmails

Faxes

How are Requests Made?

Record Types

Transcripts

GED

Diplomas

Graduation Verifications

Test Scores

Adult Education

Deferred Action

Health / Immunization

Records

What Types of Records are Requested?

Records Storage

Microfilm

Microfiche

Paper Files Onsite

Paper Files Offsite Storage

Document / Records

Management

Student Information

Systems (SIS)

Where are Records Stored?

• One Centralized Service to Submit All Requests• Self-Service for Students and Corporations• Unify, Control and Optimize Records Requests Process• Insure FERPA Compliance• Reduce Costs of Processes Request• Accelerate Turnaround Time for Processing Requests• Increase Security & Identity Protection of Students• Manage & Control Records Distribution• No Impact on the Districts IT Department• Complete all of the above with NO Budget

Justification / Desired Outcomes

• Saving 5 minutes per Request assuming 15 records requests per day per person. 75 minutes per day. 15,000 minutes per year (250 hours or 1.56 months)

• Reducing 80% of your Phone Calls assuming 10 calls per day per person and 3 minutes per call. 30 minutes per day. 6,000 minutes per year (100 hours or 2.5 weeks)

Justification / Desired Outcomes

No more calls from Verification Companies!!

• 100% Hosted (SaaS)• Records / Document Management• Online Forms• Online Payment Options• Email/Text/Phone Communications• Interactive Voice Recognition (IVR)• Identity Authentication• Records / Document Management• Online Order Tracker• Reports & Audit Trail

Functional Components of Automation

Deliver all of the above at NET Zero Cost…

BEFORE• $3 per Student Requests• $3 for Corporate Requests• Assuming 15 Student Requests /

Day. $45 per Day.• Assuming 10 Student Requests /

Day. $30 per Day• TOTAL $75 per day or $15,000 /

Year

NET Zero Cost Model

Generate an additional $55,000 per year!

SUGGESTED• $10 per Student Requests• $20 for Corporate Requests• Assuming 15 Student Requests /

Day. $150 per Day.• Assuming 10 Student Requests /

Day. $200 per Day• TOTAL $350 per day or $70,000 /

Year

Current Students

Former Students

Corporations /Background

ChecksGov. Agencies

School Districts / Transfers

Deferred Action

Inactive Students

Student Record Requests

Replace all Manual, Paper-based Processes…

Unify, Optimize and Control

No IT Support RequiredAdd Links to ScribOrder

Online Forms100% Hosted

Customized to your

Specifications

Eliminate Paper Forms

Online Forms Data Collection and

Validation

DigitalSignature

Electronic Signature

Signature OptionsE-Sign Act Compliant

Attach a signed authorization/release of information or a copy of a photo ID

for verification

Signature OptionsUpload Signed Release

Drivers licenses can be modified

and signatures can be forged.

The only real way to verify

information and protect student identity is with

ScribCheck.

Identity ProtectionFERPA Compliant

Multiple Payment OptionsOnline Payments

Debit Cards, Credit Cards, Cash, Checks, Money Orders,

Hardships Cases (FREE)

….ScribOrder manages it all!!

CommunicationEmail, Text and IVR

Order Received

OrderProcessed

OrderDelivered

PaymentDeclined

InformationNeeded

CannotAuthenticate

Identity

VoicemailReceived

CommunicationMultiple Touch Points

The Requestor can check a Real-time status of their request

andLeave Voice

Messages for the Processor

CommunicationOrder Tracker

Processing RequestWorkflow Automation

Processing RequestRecords Management

Processing RequestAuto Grad. Verification

Processing RequestMail Delivery

Processing RequestE-Transcripts

Processing RequestTemplate Responses

Processing RequestAudit Trail

Processing RequestReporting Options

Contact Information:Ron Christian

(562) 298-2619ron.christian@scribsoft.com

Please Visit www.scribsoft.com