Katy Independent School District (Katy ISD), one of the largest and most prestigious districts in Texas, serves over 96,000 students across 80 campuses.
Before implementing Softdocs, the district relied heavily on paper-based systems for document management. This led to inefficiencies, security concerns, and the constant risk of losing important information.
Katy ISD’s Professional Registrar, Mary Frances Schmidt, shared that security was one of their core requirements.
“We were finding that a lot of our paper was going missing. We had filing cabinets in hallways with sensitive information. It just wasn’t as secure as it should be. The paper process was just not efficient.”
Moving Beyond Paper: Addressing Security and Efficiency
The shift to digital document management was driven by the need to improve security, streamline workflows, and reduce dependency on paper. Sensitive documents were stored in unsecured locations, such as filing cabinets in hallways, which led to frequent losses and increased risk of data breaches.
“Individuals would check things out and not return them. Documents in folders were going missing, and we weren’t able to track where those documents might be,” said Donna Minix, Coordinator for School Leadership and Support.
Staff spent an excessive amount of time searching for documents across multiple filing cabinets, leading to frustration and lost productivity. The district needed a more secure and efficient way to store and retrieve important documents.
How Katy ISD Masters Cumulative Folders for Security, Compliance, and Efficiency
Watch our webinar featuring Mary Frances Schmidt as she shares the district’s challenges and solutions. It’s a great way to dive deeper into the strategies covered in this case study, straight from the team at Katy ISD.
A Smooth Transition to Digital
Katy ISD partnered with Softdocs to implement a secure, user-friendly document management system that could consolidate all documents across campuses. The Softdocs team worked closely with the district to ensure a smooth implementation and customization tailored to the district’s needs.
“When the registrars realized how simple the new processes would be, they could see in their day-to-day how it saves them time and allows them to do other things they didn’t have time for before.”
The Softdocs team provided comprehensive training, which was key in the district’s successful adoption of the system. “I have only good things to say about the Softdocs support team,” Schmidt added. “They’ve been super patient, helpful, and excellent trainers. The presentation was clear and concise, and they walked us through everything step-by-step.”
The district began the implementation process with the Registrar and Records departments, strategically addressing challenges and optimizing the solution. “The Softdocs team was really good about being clear and making sure each department understood its needs and how to manage them,” Schmidt noted. “They held our hand through the process, and we felt comfortable enough to do it on our own.”
Measurable Results: Cost Savings and Better Collaboration
Katy ISD saw major improvements after implementing Softdocs, starting with two digital forms that significantly boosted workflow efficiency. “All of our high school campuses are using the forms, and it’s a game changer.”
Key Benefits:
- Secure Document Storage: Eliminated risks of data loss and unauthorized access from paper documents.
- Time Savings: Staff can quickly access documents with a click, reducing search time. Registrars can pause tasks and easily return without losing progress.
- Cost Savings: No longer ordering folders or printing at the same scale, leading to immediate savings.
The shift to digital document management has fostered improved collaboration and teamwork within Katy ISD. “Softdocs brings our registrars together as a team. It has provided an opportunity for them to collaborate and come up with solutions that help each other,” said Schmidt.
Since April, over half a million documents have been digitized, with 300,000 documents sent from PowerSchool alone.
Staff from various departments, including registrars, have been able to share best practices and insights on how to make the most of the platform’s capabilities. The system has allowed for better communication and smoother workflows, benefiting both staff and students.
“It’s providing betterment for my people on campus while supporting our mission of keeping students safe,” Schmidt shared.
Disaster Recovery and Business Continuity
A significant benefit of transitioning to a digital platform is the district’s improved disaster recovery capabilities. Katy ISD learned firsthand how vulnerable paper records can be in a disaster.
“When Hurricane Harvey hit, it completely devastated one of our campuses—we lost everything, including all of our permanent records. Years of student data were gone overnight. It took us over five years to rebuild those records just to stay in state compliance.”
To address this risk, the district adopted Softdocs as the digital solution that securely stores and backs up critical documents. “We’ve found a system that works well for us—one that keeps student records safe while ensuring compliance with state, local, and federal requirements,” Schmidt explained. “It’s been a real positive for our district.”
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.”
Future Expansion and Long-Term Vision
Looking ahead, Katy ISD is exploring further expansion of Softdocs across other departments, including Finance, HR, and Health Services.
“Softdocs provides a one-stop shop for every form and document. It’s a need-to-have for efficiency and security because it houses information securely and can pull data from any department. Why would you not want it in the safest format that you could possibly have it in?”
The long-term value is clear—improved efficiency, strengthened security, and peace of mind.
A Success Story for Your School District
For Katy ISD, the transition to Softdocs has been nothing short of transformative. With over half a million documents securely stored and easily accessible, Katy ISD is a prime example of the power of digital transformation.
For any district still relying on paper, the question isn’t if they should make the move to digital records, but how soon they can.
Demo Day: How Softdocs Digitizes Every Student’s Cumulative Folder
See exactly how this works in Softdocs in a quick, 30-minute on-demand webinar. You’ll experience a live walkthrough of how Softdocs digitizes cumulative folders, from document capture to secure archiving, and eliminates time-wasting tasks while giving staff instant access to the records they need.
Interested in learning more? Find out how Softdocs can help your district achieve similar success.