The Need for K-12 Schools to Scan Student Records

2 min read
March 17, 2023

Table of contents

K-12 schools have been significantly impacted by the wave of digital transformation.

One particular area where technology has made a significant impact is record keeping.

With advanced scanning capabilities, schools are now able to digitize student records, which allows them to reduce paperwork, improve accessibility, and better track student progress.

The need for K-12 schools to scan student records is paramount in today’s world. Here’s why:

Record Keeping

Schools are legally required to keep student records for a certain period of time. These records include information about a student’s attendance, grades, disciplinary actions, and medical history. By scanning these records, schools are able to create a comprehensive electronic archive of a student’s history, making it easier to store and access in the future.

Improved Accessibility

Digitizing student records makes it easier for schools to share the information with authorized personnel such as teachers, counselors, and administrators. This ensures that critical student data is readily available to those who need it, and they can access it securely from nearly anywhere.

Reduce Paperwork

Producing and storing paper records can be a daunting task for schools. Paper records take up physical space and can be easily damaged or misplaced. Digitizing student records eliminates these risks and reduces the amount of physical storage space needed. Additionally, the use of electronic records reduces paper consumption, supporting schools’ sustainability goals.

Better Tracking of Student Progress

Digitizing student records is an effective way for schools to track student progress over time. This information can help teachers identify struggling students early on and provide additional support or accommodations as needed. It can also enable teachers to personalize instruction or provide extra enrichment opportunities based on individual student performance.

Increased Security and Confidentiality

Electronic record keeping solutions can provide enhanced security features such as encryption and access controls. These features ensure that student records remain confidential and are only accessed by authorized personnel.


What is the purpose of scanning student records?

Scanning student records serves as a digital backup of important student information, allowing for quick access to student records in case of loss or damage to physical records.

What types of records should be scanned?

Any records that contain important student information, such as academic records, attendance records, medical records, and disciplinary records, should be scanned for safekeeping.

How long should scanned records be kept?

Scanned records should be kept in accordance with legal retention schedules, which vary depending on the type of record and jurisdiction. We recommend you check with your legal department for further clarification.

What are the benefits of scanning student records?

Scanning student records can save physical space and reduce the risk of loss or damage to important records. It also allows for quick and easy access to student records when needed.

How to find a document scanning company that specializes in scanning student records?

DocCapture can help! We’ll connect you with local, prevetted, document scanning providers who can help digitize your student records quickly and securely.


The need for K-12 schools to scan student records is essential in today’s digital age. It offers numerous benefits, such as improved accessibility, better tracking of student progress, reduced paperwork, and increased security and confidentiality. By adopting electronic record keeping, schools can streamline their processes, better serve their students, and keep pace with the technological advancements of the times.

So what are you waiting for? Get a quote to scan your student records