Effective records management is essential for the education sector. Academies, colleges and any institutions that do not keep data safe and secure are at risk of being fined by the Information Commissioner’s Office (ICO). Education documents, including personal information about an individual (staff and students), need to be processed securely and confidentially, and destroyed securely when no longer required.

Archiving documents correctly is key to avoiding data breaches and ensuring that the GDPR (General Data Protection Regulation) is adhered to. If you’re responsible for managing education documents, this can seem overwhelming, but with help from a professional records management company like Archive-Vault you can put the correct processes in place and stay compliant.

We understand the challenges schools, colleges and universities face managing the large volume of education documents that have to be dealt with during the academic year. Our team can look after your records management leaving you free to focus on other more pressing staff and student projects. Let’s talk about your records.

We help you securely organise, store, scan and  retrieve Education Documents

Education institutions across East Anglia trust Archive-Vault to take care of their records management. We’re here to help you meet your obligations to securely organise, store, scan and retrieve education documents. You can access your inventory via our secure online Client Portal.

There is also the option to digitise your documents to help staff work more efficiently. Document scanning is ideal if you need to access a large number of files on a regular basis where the digital copy is sufficient. We use the latest scanning equipment and through our Large Format Scanning service can scan education documents up to size A0.

Storing education documents offsite brings huge benefits for schools, colleges and universities. You will free up much needed office space which will create a better working environment for staff and students. When you store your education documents with Archive-Vault, you can have confidence that they are safe and secure in our fire and flood resistant facility. We prioritise the security of client data.

Documents we have stored for education sector clients include:

• Accident records
• Pupil files
• Covid-19 forms
• Food logs
• Funding forms
• Staff files
• Policies
• Risk assessments
• Expired timetables
• Payroll

With Archive-Vault you can have peace of mind that you can speak to someone whenever you need advice. As a small family business, we pride ourselves on our personal level of communication with clients. Find out how we can help.

Records Management Solutions for the Education Sector

Consultancy Service

We understand that managing large numbers of documents is a huge responsibility and can require a dedicated resource. Organising education documents and developing effective management systems takes time, which is something busy institutions don’t have. At Archive-Vault, we provide a Consultancy Service to develop records management processes tailored to the individual needs of schools, colleges, academies and universities.

You might not know where to start with your archiving. We can visit your premises and advise on the best strategy. We use our knowledge and experience to deliver secure, reliable and straightforward solutions to records management, saving our education sector clients time to focus on other commitments. Let’s talk about your records.

Security

Every education institution has to handle sensitive documents and personal data. Confidentiality is a must when it comes to education documents. You can rest assured your documents are in safe hands when you use Archive-Vault. Our purpose-built storage facility is fitted with intruder alarms and covered by 24/7 CCTV monitoring. Our buildings are accessed via security passes, our staff are DBS-checked and our vehicles are tracked. We take security seriously.

Barcode Tracking

Keeping track of education documents is imperative. With our point-to-point barcode tracking system we track your documents at all times, so no more concerns about misplaced documents. This helps ensure your institution is compliant with Data Protection regulations and means you’re not left looking for documents you thought were onsite when they’ve been sent for storage. Find out more.

Online Client Portal

Once your education documents have been barcoded and tracked, you’ll be given access to our secure online Client Portal where you can manage your documents at the touch of a button 24/7. You’ll have the ability to categorise documents in a personalised system to suit your school, college or university and will get fast easy access to an online record of your inventory.

You can request our Scan on Demand service, which will provide speedy digitised copies of your education documents including past exam papers and risk assessments. If you choose to store your hard copy documents with us, you stay in in control, and will know the exact location of everything. You can also request collections and deliveries via the Client Portal. We prioritise the security of your data and only give access to education staff you authorise through customised permissions.

Scan on Demand Service

If you require a file but do not need the hard copy, our digital retrieval service, Scan on Demand, is perfect. Once we receive your request, we’ll retrieve the hard copy file for you, scan it and upload it to our secure Client Portal, which allows you to view, download or print your file in a matter of time. This enables round-the-clock access to your electronic document without having to wait for the physical copy, this is also beneficial if you are working remotely as you can access the Online Client Portal anywhere, anytime.

Education Document Indexing

We’ll look at your institution and the way it accesses the education documents you’re storing to create a bespoke document referencing system to suit you. This will transform the way you work, reducing the hours spent searching for education documents and freeing up time to focus on other projects that benefit staff and students. We can do everything for you - visit your site, box up your items for storage and carry out a full indexing service. Get a quote for our time saving services.

Retrieval and Collection

Do you need easy access to hard copies of your education documents? We offer a fast retrievals and collections service to make sure you can lay your hands on the paper documents you need, when you need them. Based on the outskirts of Norwich, we’re ideally based for schools, colleges and universities across East Anglia. We offer both next day and same day deliveries and collections via our secure vehicles.

If you need to view a document in a hurry, you can also take advantage of our Scan on Demand digital retrieval service. You’ll get access to your files online in your prefered format and DPI. Our service is built around you.

Secure Document Destruction for Peace of Mind

At Archive-Vault, we understand the importance of securely disposing documents. We’re committed to the highest level of secure document storage, protecting clients’ records through the entire information lifecycle, which includes secure destruction. Our document destruction service ensures that your confidential information is securely destroyed once it is no longer needed.

By recording the expiration date on your items on our system, we will proactively notify you when boxes or files are nearing the end of their retention period. This means you’re not paying to store sensitive documents past their retention period whilst helping your business to comply with the GDPR rules as well as your responsibilities under The Data Protection Act.

We take the responsibility of confidential waste destruction seriously. All material is destroyed in accordance with EN15713 (European Standard for Information Destruction) and sent for recycling. We’ll also issue you a Certificate of Destruction for your records, guaranteeing peace of mind your documents are permanently destroyed.

Trust Archive-Vault to handle your document destruction needs, ensuring the complete and secure destruction of your sensitive documents. 

We take care of your Education Documents

We protect and manage your education documents throughout their lifecycle – archiving, storing and securely destroying your data. Join the education institutions across Norfolk, Suffolk and throughout East Anglia that choose Archive-Vault for their records management.

Let’s talk about your records. Contact us for a quote to find out how we can help.