Student records, organized. Requests, simplified.
Give your district one place to manage records requests, find student documents, and keep digital cumulative folders organized.
Spend less time searching files and following up—and more time serving students, families, and staff.
Everything your records team needs in one platform
Replace fragmented systems, paper archives, and manual follow-ups with a modern, connected workflow built specifically for school districts.
Simplify records requests
Provide alumni, parents, and authorized third parties with a 24/7 branded self-service portal for transcripts, graduation verifications, immunizations, and cumulative records.
- Self-service public portal for alumni, parents, colleges, and agencies
- Automated identity verification and signed release form capture
- Integrated payment processing (credit cards, debit cards, Apple Pay, Google Pay, and ACH bank transfers) for district-approved external request fees
- Automated fee waiver workflows for eligible families and no-cost records
- Staff fulfillment queues with internal routing and status updates
- Encrypted electronic delivery with automatic disclosure logging
Find the right document faster
Locate student files in seconds rather than digging through filing cabinets, off-site archives, or disparate digital shares.
- Instant full-text OCR search across historical and active documents
- Search by student ID, legal name, previous name, DOB, or graduation year
- Categorized document taxonomy for transcripts, IEPs, health, and disciplinary files
- U.S.-hosted cloud infrastructure with high availability
- Strict role-based permissions preventing unauthorized document access
- Automated deduplication and hash-verified document integrity
Keep student folders connected
Transition from misplaced paper folders to unified digital cumulative records that stay connected with the student throughout their K-12 journey.
- Single digital cumulative profile for every enrolled or former student
- Automated roster synchronization with PowerSchool and OneRoster SIS
- Staff Single Sign-On (SSO) and Multi-Factor Auth via Microsoft Entra ID
- Seamless student record transfers across district schools without physical courier runs
- Immutable audit log tracking every document view, upload, edit, and export
- Configurable retention rules aligned with state records retention schedules
Move beyond paper and legacy systems
Retire unsupported on-premise repositories, fragile microfiche, and bulky paper cumulative files with structured migration and ingestion workflows.
- Structured migration pathways from legacy electronic archives and file servers
- Automated metadata normalization, reconciliation logs, and hash checksum verification
- OCR conversion turning scanned image records into fully searchable PDFs
- Qualified partner-supported physical scanning for paper cumulative folders & microfiche
- Strict chain-of-custody tracking throughout physical scanning workflows
- Certified destruction workflows available only upon formal district sign-off
Simple records fulfillment from request to delivery
An intuitive, end-to-end workflow designed to save staff hours each week while providing requesters with prompt, professional service.
Online Request & Validation
Requesters complete a mobile-friendly intake form on your district's branded portal. The system automatically collects required identification, signed authorization, and handles payment or fee waivers.
- Government ID & release form upload
- Integrated payments (credit/debit cards, Apple Pay, Google Pay, ACH) & waiver rules
- Real-time request tracking number
Fulfillment & Review
District staff access an organized queue categorized by urgency and department. Staff locate the student in Transcend or connected SIS, attach the requested records, and review disclosure scopes.
- Central office and school-site routing
- Batch processing and duplicate checks
- Internal staff notes and activity history
Encrypted Delivery & Audit Trail
The requester receives a secure, time-limited download link. The system automatically creates a permanent FERPA disclosure record and audit log entry documenting fulfillment details.
- Encrypted one-time download links
- Automated FERPA disclosure log recording
- Delivery confirmation and receipt archiving
Migration & District Ecosystem Integrations
A smooth transition from paper or legacy document systems, paired with native integration into your district's identity provider and Student Information System.
Four-Stage Migration Process
Review your records
We assess your current records inventory, whether stored in physical filing cabinets, microfiche, or older digital archives. We identify document categories, index fields, and retention schedules.
Organize and migrate
Data Decisions standardizes student identifiers and metadata, performs automated deduplication, and applies OCR processing to ensure full text searchability across all imported documents.
Verify together
We conduct joint sample audits with your records team. Migration control logs, checksum verification reports, and exception summaries ensure total data accuracy and reconciliation.
Launch with staff support
Your staff receives comprehensive training tailored to their roles, accompanied by live go-live support, responsive technical assistance, and continuous platform enhancements.
District Integrations
Transcend connects into your district’s existing IT ecosystem through modern APIs, Single Sign-On, and automated data exchanges.
Security, Privacy, and Accessibility Standards
Transcend has completed a comprehensive VPAT® 2.5Rev WCAG Edition self-assessment for Transcend v3.08 and is scheduled for third-party validation. Data Decisions is committed to remediating any Critical or Blocker accessibility defects affecting core workflows within district-required remediation timelines.
See how Transcend can simplify records management for your district.
Schedule a personalized walkthrough with our team to explore cumulative records, request fulfillment, and integrations.
Let's talk about your district.
Tell us about your current process and what you'd like to improve.