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A growing school system in Northern New Jersey, Harrington Park’s Board of Education (BOE) sought a cost-effective way to increase both classroom space and administrative efficiencies. To convert all the town’s educational paper records to digital format and store it off-site seemed to be a no-brainer, however – security and confidentiality was of the utmost importance, especially where student’s performance and health records, social security, and family information was concerned. Other issues critical to the BOE were the physical safety of and ease of access to the data, along with a robust customer support model. Aside from student and family records, the plan called for relocating all the BOE’s financial records and ongoing business records with all outside contractors and vendors.
FileBank Inc came to Harrington Park’s attention due to its affiliation with Educational Data Services, and the fact that the company had been servicing the educational and municipal sector since 1983. After learning more about FileBank’s FileEd™ Solution designed specifically for the education sector, FileBank was selected as their partner to migrate and maintain all of BOE’s critical data. As a first step, FileBank sent representatives to Harrington Park to systematically pack, label, and move paper documents into new archive boxes. These new professional storage boxes were bar coded, added into the company system, and delivered to FileBank’s archive center in Oakland, New Jersey. There, inactive files were inventoried and archived; and semi-active files were sorted and stored in the same manner or converted to an electronic file along with current files, so they could be easily accessed by appropriate education offices. Any existing electronic files in the system were also transferred to File Bank, so that all records could be stored and accessed from one common location. Under the new security arrangement with FileBank, records were stored in a climate controlled vault with 24/7 monitoring. Administrators and staff within Harrington Park’s education system were issued appropriate user and password identification to allow protected access to areas relevant to their individual job function. All active files became available with a few clicks over the internet – which means that any authorized person can also access files while traveling or working remotely. In addition, FileBank can deliver hard copy originals overnight if needed.
By engaging FileBank’s to deliver its FileEd Solution, Harrington Park Board of Education was able to experience the following results:
- Increased administrative efficiency – minutes versus hours for records locating
- Thousands of square feet of new space made available by eliminating hundreds of boxes and scores of filing cabinets
- Increased protection and security by storing records in climate controlled vault with 24/7 monitoring and additional redundant remote backup
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The Challenge
