If your school district is still storing student records in file cabinets, you’re not alone. But every year, it’s getting harder—and more expensive—to keep up with paper-based processes.
Between the time it takes to file and find documents, the money spent on printing and supplies, and the risks of losing or misplacing important information, paper is becoming more of a problem than a solution.
Fortunately, there’s a better way.
When Paper Slows Your School District Down
Paper might feel easy, but it causes more problems than it solves.
For a school using 2,000 sheets of paper daily, the cost is $100 a day, which is $16,000 a year. Across all U.S. schools, that amounts to $1.6 billion every year on paper alone. This number doesn't account for time and effort when the paper gets lost, misfiled, or stuck on someone’s desk.
While staff search for folders or carry paperwork between buildings, they can't help students or focus on more important tasks. The smaller expenses pile up fast: folders, staples, envelopes, file cabinets, storage boxes, and postage. Then there’s the cost of physical space—rooms or closets full of file cabinets that could be used for something more valuable, like a teacher workspace or small group instruction area.
And when you’re storing paper offsite or driving documents between buildings, those costs grow even higher, especially for larger districts with multiple campuses.
The TLDR: paper slows everything down and wastes time that your district can’t afford to lose.
More Paper Means More Risk
Beyond the money and time, paper also puts your district at risk. When a paper file is lost or damaged, it’s often gone for good. Unlike digital records, paper can’t be backed up. It’s also harder to secure. Locked file cabinets only go so far in protecting sensitive student information.
With regulations like FERPA and HIPAA in place, school districts have to be especially careful.
Paper documents make it harder to track who accessed a file or to prove that records were handled appropriately during an audit. And if your district has ever had to scramble during a storm or flood to protect documents, you already know how vulnerable paper can be.
A Simpler, Smarter Way to Manage Student Records
Switching from paper to a digital records system doesn’t just solve these problems—it improves the way your district operates every day.
- Digital student records are easier to access, protect, and manage.
- Staff can find what they need with just a few clicks without sorting through file drawers.
- Approvals happen faster.
- Documents can be reviewed and signed electronically, cutting down on delays and busywork.
Going digital also reduces printing and storage costs, gives back office space, and helps staff focus more time on students instead of paperwork. Because these systems are designed with education in mind, they support the security and compliance standards K-12 districts need to meet.
How Districts Like Yours Are Making the Change
Lancaster County School District
After moving to a cloud-based document system, Lancaster County eliminated paper storage costs, sped up key processes, and gave staff secure, remote access to everything they needed.
“Efficiency and time savings are key benefits of using a cloud-based ECM,” said Kendra Watts, Business Systems Coordinator. “From the cost of paper to the time it takes to process forms, everything adds up.”
By going digital, Lancaster CSD eliminated the costs of offsite storage, printing, and paper-based delays—costs that added up fast but flew under the radar.
Creating Districtwide Efficiencies with Document Management & Process Automation: A Client Success Story
Join us as Lanie Hudson hosts Lancaster County School District’s (LCSD) Kendra Watts. We’ll highlight the criteria LCSD used to select a cloud-based document management, eForms, and workflow automation solution to benefit multiple departments across the district.
Duration: 30 minutes
Katy Independent School District
With over 80 campuses, Katy ISD had an even bigger challenge. Paper-based processes slowed them down across HR, Finance, and Student Services. But by switching to Softdocs, Katy ISD was able to digitize forms, automate workflows, and ensure secure access to records district-wide.
“Softdocs gives our staff one place to find documents quickly and securely,” their team shared. With paper out of the way, their staff could spend less time searching and more time supporting schools.
A significant benefit of transitioning to a digital platform was the district’s improved disaster recovery capabilities. Katy ISD learned firsthand how vulnerable paper records can be in a disaster.
As more departments recognize the benefits of digital transformation, adoption continues to grow.
“It’s important to engage with different departments, discuss capabilities, and share how we’re using the system,” she added. “The more we collaborate, the more we strengthen our district’s ability to protect vital records.”
The Future of Student Records: How Katy ISD Masters Cumulative Folders for Security, Compliance, and Efficiency
Is your district struggling with outdated processes for managing student records and ensuring compliance with Texas state standards? Katy ISD was facing similar hurdles—until they adopted secure document management and automated their workflows.
Duration: 60 minutes
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It’s Time for Your School District to Rethink Paper
The truth is, paper just isn’t practical anymore. It takes time, it costs money, and it makes your district more vulnerable to things that are out of your control.
Going digital doesn’t have to be complicated and it won't happen overnight. But taking that first step toward modernizing how you manage records is one of the smartest moves your district can make.
Want to see how it could work for your schools? Let’s talk. Schedule your personalized Softdocs demo today.
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