beaucroft school

Managing the increasing volumes of paperwork in any school environment is critical yet more paper is produced in a Special Educational Needs (SEN) school. Beaucroft School needed an efficient alternative to storing documents in the roof as there was no more space for filing cabinets. 

 

Client:

Beaucroft is a Foundation Special School in Wimborne, Dorset dedicated to 150 children, age 4 to 19 who have learning difficulties. Although all the children have special needs, they have access to the National Curriculum and the wider Beaucroft Curriculum. The majority of students who leave at 16 will go on to further education; vocational training and some will go into full time employment.

Business Challenge:

Managing the increasing volumes of paperwork in any school environment is critical yet more paper is produced in a Special Educational Needs (SEN) school.

Beaucroft School was storing documents in the roof as there was no more space for filing cabinets. If information had to be provided to Local Authorities, Law Courts or other organisations, paper stores in multiple locations needed to be searched and sometimes the document could not be found.

Different retention periods apply to records created and maintained by schools; some are governed by regulation while others are guidelines following best practice. They ensure that schools are compliant with the requirements of the Data Protection Act and the Freedom of Information Act.

Under the Freedom of Information Act, schools are required to maintain a retention schedule to determine the length of time that records need to be retained and the action that should be taken when they are of no further administrative use. Members of staff are expected to manage their current record keeping systems using the retention schedule and to take account of the different kinds of retention periods when they are creating new systems. At Beaucroft School, financial information relating to staff must be kept until the age of 85, children's paperwork until the age of 25 and accounting information is retained for 6 years.

Solution: Document Scanning, Print, IT & Web Design

Paper to Digital Conversion

Where lengthy retention periods are allocated to records, converting paper to digital is essential to enable data to be stored and shared, sometimes at very short notice.

Sharon Morris, School Business Manager explained: "we initially considered handling the project ourselves but realised we had neither the time nor the resources. Copyrite understands the school and our business processes. 75 boxes of paperwork were scanned onto CD with indexing information for easy and fast retrieval. We now have an on-going paper to digital process with Copyrite; any paper documents that need to be scanned and indexed go directly to Copyrite."

Print

Beaucroft School used to buy printers until their unreliability and the lack of support prompted the decision to use print devices on a service contract from Copyrite. Ordering supplies is now automated and service contract guarantees have made it a more cost effective and reliable solutions to the school's printing requirements.

IT

Copyrite has enabled the school to focus on their children's needs rather than on IT issues. New Laptops and Desktop Computers with Monitors were supplied for the classrooms, including a portable laptop charging station. Copyrite provided support for the Server upgrade and introduced a Disaster Recovery process by setting up a daily backup onto a USB device held off-site.

Web Design

The school web site needed a fresh design as it hadn't been updated for a few years. The Copyrite teams have worked closely to understand the school and its audiences and are delivering a unique site that is both user-friendly and secure.

Business Benefits:

Managing records has become routine; the time saved allows the team to focus on the children rather than on school administration.

When Freedom of Information or "data subject access" requests are made, the staff can be confident about destroying information at the appropriate time. Information which is subject to regulation is always available when required, eliminating the risk of non-compliance.

The most significant benefit is the reduced cost in storage as the school is no longer maintaining and storing unnecessary information.

Sharon Morris said:
"we needed Print, IT and Web solutions that are user-friendly, cost-effective and reliable so we can focus all our attention on our children's special needs. Copyrite originally solved our printing related issues and we have valued their on-going support. With expertise in IT and web solutions, we didn't hesitate to continue working with them. Our next project may involve scanning documents directly into SIMS"

 

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Beaucroft is a Foundation Special School in Wimborne, Dorset dedicated to 150 children, age 4 to 19 who have learning difficulties. Although all the children have special needs, they have access to the National Curriculum and the wider Beaucroft Curriculum. The majority of students who leave at 16 will go on to further education; vocational training and some will go straight into full time employment.

 

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