The Challenge
A large government secondary school maintained student records on paper since its founding in 1962. Sixty years of files, minimal organization, frequent data loss.
The Decision
Ministry funding enabled digital transformation. The school committed to complete digitization within one academic year.
The Process
Phase 1 (3 months): Current students
- Digital enrollment forms
- Scanning existing records
- Staff training on new system
- Parallel paper/digital operation
Phase 2 (6 months): Historical records
- Prioritization of active years
- Student volunteers assisting with data entry
- Quality checks by experienced admin staff
- Archive scanning for permanent records
Phase 3 (3 months): Full migration
- Paper systems discontinued
- Pure digital operation
- Old records archived securely
- Celebration of completion
The Results
- 10,000 student records fully digitized
- 1.2 million pages scanned
- 100% staff adoption
- Zero lost historical records
- Model for other regional schools
Large-scale change is possible when commitment, planning, and proper tools align.