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Jo Richardson School

Securing Student and Staff Records through Professional Document Digitisation

The Challenge

Jo Richardson School approached Plan2Scan with a critical objective: to digitise their archive of student and staff records. The key drivers behind the project were to ensure the highest levels of confidentiality, especially concerning pupils with safeguarding concerns, while improving secure access, saving physical storage space, and making data instantly accessible when needed.

With increasing demands for compliance and safeguarding legislation, the Jo Richardson School recognised the need to move away from traditional paper-based files to a more secure and efficient digital system.

Our Solution

Plan2Scan delivered a comprehensive end-to-end digitisation service, starting with an initial consultation to understand the school’s specific requirements, including safeguarding sensitivity, access protocols, and record types.

The project included:

  • Specialist consultation and planning
  • On-site boxing and secure collection of all staff and pupil records
  • Document preparation, including removal of staples and paperclips, sorting into logical order, and indexing
  • High-resolution scanning of files with secure digital formatting
  • Secure return and delivery of the digital files via encrypted media or direct upload.

Every stage of the process was managed internally by Plan2Scan’s vetted team—no outsourcing was involved—ensuring full control and accountability throughout the project.

Why Jo Richardson Chose Plan2Scan

Jo Richardson School selected Plan2Scan for our:

  • Proven experience working with schools, colleges, and universities
  • Expert consultancy and tailored approach to sensitive file types
  • ISO 27001 accreditation, ensuring industry-leading data security and GDPR compliance
  • In-house scanning bureau, offering full process control with no third-party involvement

The Outcome

The school now benefits from:

  • Secure digital access to student and staff files
  • Confidential safeguarding data held in encrypted formats with restricted access rights
  • Significant space savings, allowing for better use of physical resources
  • Improved efficiency, with key documents available at the click of a button

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Plan2Scan is proud to have supported Jo Richardson School in strengthening their safeguarding practices, improving operational efficiency, and modernising their approach to document management.

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