Protect the Privacy of Student Records

The Family Educational Rights and Privacy Act (FERPA) is a Federal law that protects the privacy of student educational records. FERPA provides parents and adult students certain rights with respect to their records and gives them some control over the disclosure of the information.

Applicability

All schools and educational institutions that receive funding from the U.S. Secretary of Education must comply with FERPA regulations. FERPA prevents a school from sharing current and archived student records or personally identifiable information without written consent from the parent or student. Only school officials with legitimate educational purpose are granted access to protected records, which can include handwritten or printed documents, computer media, video or audio tapes, film, microfilm and microfiche.

Education Industry Impact

Under the law, schools must maintain sufficient security to guard against unauthorized access and document each record disclosure. They must also notify parents and adult students annually of their rights under FERPA. While individual liability varies from state to state, any school found to be in FERPA violation risks jeopardizing federal funding. Therefore, FERPA requires schools to implement the following:

• Security measures that prohibit the unauthorized release of student information.
• A reliable process to document record disclosures.
• Timely and efficient procedures for distributing information.

ECM Enables FERPA Compliance

Enterprise Content Management (ECM) provides a comprehensive records system that controls virtually any student document and makes it easy for schools to manage large amounts of information. Primary, secondary and higher learning institutions can use ImageSilo^SM, the on-demand ECM service, and PaperVision^® Enterprise to simplify document security and enhance productivity for both faculty and staff. In addition, schools prefer Digitech Systems’ ECM technology, because it provides a complete suite of product options that can integrate data systems, reduce the burden on IT departments, automate document routing and store email messages for easy retrieval.

Protected Student Records

FERPA requires schools to protect information including date of birth, test scores and grades, and to ensure the confidentiality of student information. ImageSilo and PaperVision Enterprise assist administrators in proactively guarding against unauthorized access.

• Passwords and flexible user rights limit access and allow schools to maintain tight control over system availability.
• Document security restricts access to student data and ensures that teachers, medical professionals or administrators view only the necessary documents needed to perform their job functions.
• 256-bit AES encryption can occur both during transmission and when stored, so educational records are protected throughout every step of the process.
  

Reliable Disclosure Records

Under FERPA, schools must account for each record released, document the reasons the information was shared and indicate who received it. Digitech Systems’ ECM technology simplifies disclosure documentation and permits schools to de-identify test records.

• Enhanced auditing restricts information sharing to a pre-approved list of recipients and records every disclosure, including who received the information, when and how.
• Document access reports provide a detailed description of all student records that were opened and show when a user viewed, printed, emailed or exported a document.
• Redaction hides sensitive student information within a record and enables administrators to protect privacy if records must be shared.
  

Efficient Information Distribution

Every school is responsible for notifying students annually of their rights under FERPA. Within 45 days of a request, they must provide current and past students with their records. PaperVision Enterprise and ImageSilo enable administrators to retrieve records in seconds and distribute documents with ease.

• Powerful search capabilities enhance accessibility and facilitate timely responses to records requests.
• Distribution capabilities enable administrators to easily share annual FERPA notices with an unlimited number of students.
• Document grants allow secure, temporary, web-based access to student records for those who prefer to receive information electronically.

This document is for informational purposes only; Digitech Systems, Inc. is not liable for errors, omissions or inadequacies. Please consult an appropriate compliance expert to understand your needs. This information is subject to change without notice.