FreeDoc® streamlines how school districts manage and securely share electronic documents.
FreeDoc® solutions reduce clutter, improve security and compliance, and personal productivity!
FreeDoc® information automation lets you get more done in less time®.
Until 1990, business information was filed in a structured manner. Finding it was fast and easy. After 1990, this changed dramatically with introduction of networked PC’s. Suddenly, everyone was filing records at random. Without good standards, the structured filing process gave way. This made finding information much more difficult, and expensive.
Digitize paper records for HR, payroll and transcripts
FreeDoc® has streamlined the DRS RFEI process for Payroll and retirement data. Skyward Payroll retirement data is exported and processed as individual payroll reports. Each report is filed by SY by person, with both the last known, and the previous name, along with dates of leaves, contract codes, and much, much more.
Extract Skyward SMS Retirement and Payroll Information
FreeDoc® also will memorialize Student Transcripts for legal retention and future requests.
To schedule a discussion, call Rebekah Lumansoc (425) 977-4222, ext. 223, or email [email protected]
Mention WSIPC RFP 21-01 for special contract pricing!
PowerSchool and Skyward SMS.
Districts are required to maintain records according to state statute. Washington State Statute RCW 42.56 defines the legal retention period (CORE) for every record a district creates or receives. Each district is responsible to be in compliance.
Retention in Washington State for Payroll and Retirement records will be either 60-years after last date of employment, or 100 years from employee date of birth (see page 136). The term depends on what data the District has available. Older records may not show termination date as frequently as DOB.
Retention for official Student Transcripts is 100-years after graduation, or withdrawal (see page 63).
For long-term accessibility, the file format recommended for both records is TIFF.
The type of data the Department of Retirement Systems will request as a Request For Employer Information (RFEI) for retirement research may be stored in Skyward SMS, or PowerSchool. FreeDoc® has researched DRS requirements to identify specific tables of Skyward SMS data so that Districts can accurately respond to an RFEI after migration to Qmlativ. The FreeDoc® PARS® report publishes the necessary data in a searchable format so the District can accurately respond to an RFEI.
“For the service you have given Edmonds School District, and for the attention you have paid to the details of our Electronic Document System, let me express our thanks and appreciation.”
Edmonds School District
“It has been a pleasant and professional interaction every step of the way. Given the opportunity, I would have no hesitation recommending the find folks at FreeDoc.”
White River School District
“It is with heartfelt gratitude and great satisfaction that I write this letter of thanks to the phenomenal team at FreeDoc! From the beginning to the end my experience was rewarding and undeniably successful.”
Brookings-Harbor High School
Mr. Frix is a Certified Electronic Information Records Manager and Certified Document Imaging Architect. Mr. Frix has forty years’ experience working with file structures to manage regulated business records and information. He is experienced in developing and integrating remedial solutions to create forward-moving enterprise efficiency.
In 2008 Holy Names Academy contacted FreeDoc® to digitize original student transcripts from the earliest days through 2008. Paper transcripts were scanned and indexed by Student Name, Date of Birth, and Year of graduation.
The records were imported into OpenText ApplicationXtender, using an early version CD-based software interface. In the same way new records were memorialized each year. This included an annual export of transcripts from PowerSchool.
Technology changes and cloud simply offers a better platform – with ongoing updates and enhanced security. In 2023, the school board approved migration and export of records out of ApplicationXtender. Today, the records are maintained in secure Laserfiche cloud interface.
How long does a typical project take?
No solutions are a ‘cookie cutter’, everyone is unique to the needs. However, splitting large projects into small sections can give quick wins and provide the ROI to keep the ball rolling. Reach out for a free 15-minute consult to learn more!
How many records can you scan and store into digital format?
More than the number of grains of sand in the sea or stars in the sky. FreeDoc has already processed over 10 billion digital images!
What kind of records can you convert into digital images?
Personnel records, Human Resource documents, plan sets (As-Builds), maps, bound books, historical photos, microfiche, microfilm, regular paper, rice paper and more! Also, digital files from legacy systems can be converted into standard formats for long-term manageability.
Do you provide multiple options for the ECM software?
Yes! FreeDoc supports our customers’ needs and has successfully provisioned records conversion deliveries for various systems’ requirements. Additionally, reviewing your unique requirements will facilitate your planning with best-in-class recommendations.
How quickly can we search and retrieve records once the new system is in place?
With super hero-like speed, records can be retrieved in a few keystrokes! Are you ready?!
Phone: (425) 977-4222 x223
Email: [email protected]
Call to schedule a free consultation about your District’s information management needs.
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