Coolidge Independent School District

Coolidge ISD is a public school district based in Coolidge, Texas, that includes two schools and serves 274 pupils in grades pre-kindergarten through 12. The district has a highly favorable 9:1 ratio of students to teacher per classroom, compared to a 15:1 average throughout Texas. Thirteen percent of the students have an Individualized Education Program (IEP), a special written plan designed for students eligible for special needs. Twenty percent of students are English Language Learners (ELL). Although students and faculty combined only number in the hundreds, Coolidge ISD has been honored as an exemplary school district and students have received excellent scores on state assessments. The district offers state-of-the-art facilities that open the door of opportunity to small town students. 

Coolidge Independent School District eliminated a storeroom full of decades of paper documents that had become a fire hazard. Using FileBound Express, the documents are now easily accessible and meet compliance standards.

The Problem

Coolidge Independent School District (ISD) had a storeroom overflowing with student records dating back to the 1920s. Many of these records, which in some cases are also the only record of a person’s birth, were rapidly deteriorating. In addition, the storeroom was the repository for the district’s board meeting minutes, human resources records, payroll, and tax roll records. As the years passed, not only was it difficult and time-consuming to locate a specific record in the storage space, but it was also becoming a fire hazard.

The Solution

With the approval of the school board, Coolidge ISD adopted the FileBound® ExpressTM Document Management Solution. It took four months to scan all the old records into the FileBound system, but when the work was complete, the staff could scan documents as they came in going forward.

FileBound Results

Since installing FileBound® ExpressTM, records that used to take hours, even days, to locate are now available instantly. Older paper records from the school district’s early days are now secure within the system. School board minutes, student records, and financial and human resource records that must by law be kept for specific time periods are now meeting compliance regulations. Space once devoted to paper storage is now freed up for other uses and a potential fire hazard has been eliminated.

The school district is pleased with their new streamlined, efficient processes. The superintendent has peace of mind knowing records are secure and kept in accordance with Texas law.

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