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We capture what arrives across registrar, admissions and special education offices, refine it into trusted data, manage it on secure platforms and automate the work around it.
The short answer
DataBank helps institutions modernize the student records, enrollment, financial aid and special education records their offices run on. We capture documents from every channel, refine them into validated data, manage records on secure platforms, and automate the workflows that use them, so your staff spend their time on students, not paperwork.
Education document management is how an institution captures, organizes, secures and retains the records behind its programs, from cumulative student folders to financial aid files, so staff can find them and auditors can trust them.
What institutions are up against
Records accumulate for decades, across paper and disconnected digital formats, faster than any one office can reconcile them.
Inside most registrar and enrollment offices
A registrar’s office holds decades of cumulative folders, transcripts and disciplinary records across paper and disconnected digital systems, often long past a student’s departure, with no one fully certain which records have passed their retention period and are safe to destroy.
Meanwhile, admissions season compresses applications, transcripts, immunization records and FAFSA verification worksheets into a narrow window, slowing decisions and raising the risk of a Title IV audit finding. A special education office holds IEP and 504 case files under some of the strictest compliance requirements in education, where an incomplete or misfiled record is a legal exposure, not a filing inconvenience.
Each of these is a records problem with a different department’s name on it. Left alone, it becomes a FERPA exposure, an audit finding, or a due-process deadline the institution can’t meet.
Why DataBank
We handle the enrollment, financial aid and student records paperwork that otherwise ties up registrar and admissions staff.
Registrar, admissions, financial aid and special education all have different retention and access rules; we configure controls to match each one, not a single generic policy.
Access controls and redaction are applied automatically, and retention schedules are enforced by rule, so the institution can show exactly what was kept, what was destroyed and when.
A dedicated higher education scanning service, built specifically for enrollment, financial aid and student records paperwork.
What we do
We work in four connected areas: we capture information from every office, refine it into trusted data, manage it on secure platforms and activate it through workflow and integration. Together they form the content foundation between your platforms and your institution.
We capture backlogged and day-forward student records, applications and case files through one managed intake process.
Higher education scanning services →We classify records by type and student, extract key data, and apply redaction automatically before sensitive content moves.
Data refinement services →We apply retention schedules automatically by record type and track destruction in a secure, auditable system.
Content management solutions →We deliver fast, controlled access for registrar, admissions and financial aid staff, and in some cases students themselves.
Workflow and automation →Challenges we solve
We solve the records problems that slow registrar, enrollment, financial aid and special education offices. Start with the challenge closest to yours.
Registrar and Records
Cumulative folders, transcripts, enrollment files and disciplinary records pile up across paper and disconnected digital formats, often for decades past a student’s departure.
Explore student records digitization, retention and compliance management →Enrollment and Financial Aid
Applications, transcripts, immunization records, FAFSA verification worksheets and tax transcripts arrive in a compressed seasonal window, raising the risk of a Title IV audit finding.
Explore enrollment and financial aid document processing →Special Education
IEP and 504 case files carry some of the strictest compliance requirements in education: extended retention, narrow access, and real legal exposure when a record is incomplete or misfiled.
Explore special education case file management →By role
An education records decision crosses the registrar’s office, IT, compliance and institutional leadership. Each role starts with a different question.
Registrar / Director of Student Records
What you’re weighing
How fast a specific record can be located, and how confident the office is in its own retention and destruction practices.
How DataBank addresses it
We take record classification, redaction and retention tracking off your staff’s desks, so the office works from a trusted, searchable system instead of a filing cabinet and institutional memory.
Find the challenge closest to your program →IT leadership
What you’re weighing
Integration effort and whether this replaces or connects to the student information system already in production.
How DataBank addresses it
We integrate with the student information and records systems your institution already runs; we don’t replace them.
Talk to an education specialist →Compliance and legal counsel
What you’re weighing
Whether access is properly restricted under FERPA and IDEA, and whether retention and destruction can be defended at audit.
How DataBank addresses it
Access controls and redaction are applied automatically, and retention schedules are enforced by rule, so the office can show exactly what was kept, what was destroyed and when.
Read about security at DataBank →Provost / CFO / executive sponsors
What you’re weighing
Whether the cost of ongoing offsite storage and staff time searching for records outweighs the cost of fixing it.
How DataBank addresses it
A structured, governed records system replaces offsite boxes and manual search time with a system the institution can rely on for decades, not just this audit cycle.
Talk to an education specialist →Institution experience
We’re building our named education case study portfolio. Here’s the real scale we bring to document and data operations generally, while that portfolio grows.
Team members with expertise across Hyland OnBase, Box, AWS, and Microsoft Azure.
Security and compliance
Records stay under documented custody from receipt to the governed record, with access controls, audit trails and retention enforced on the platform.
Chain of custody
Every handoff logged, paper and digital, from receipt to the governed student record.
Access controls
Role-based permissions, so staff and students see only the records they’re authorized to access.
Audit trails
Every view, edit and routing step recorded.
Retention
Retention schedules applied on the platform by record type and enforced by rule, including scheduled destruction.
Hosting
Your infrastructure, your cloud tenant or The DataBank Cloud, agreed with your IT team at scoping.
Frameworks and certifications
Platforms and partners
We lead with Hyland OnBase and Box, and we work across the other platforms institutions already run, including Microsoft, Amazon Web Services, Esker, Jadu, Kyocera, PageIQ and The DataBank Cloud.
See our technology network →Getting started
We scope against your real record volume and your own retention schedules, then move quickly.
Talk to an education specialistFAQ
We solve the records problems that slow registrar offices, enrollment and financial aid teams, and special education departments, from decades-deep student record backlogs to seasonal enrollment surges and strict IEP compliance requirements.
No. FERPA governs privacy and access, not retention. State law and your institution’s own policy set how long each record type must be kept, which is exactly what a retention-by-record-type system needs to enforce automatically.
No. Your student information system stays the system of record. We integrate capture, classification and retention with the systems your registrar’s office already uses.
Title IV institutions file compliance and financial-statement audits through the Department of Education’s eZ-Audit system, and enrollment-status reporting is a common finding. Structured, validated enrollment and financial aid intake reduces exactly that risk.
Start with the records problem closest to what you’re measured on: a registrar backlog, an enrollment season surge, or special education compliance exposure. That becomes the pilot, and the same foundation extends to the next program.
Start with this week
Bring your record volume, your current systems and where staff time actually goes. We’ll map it in a guided working session and recommend the right next step.
Talk to an education specialist