Case Study: Helena Public Schools achieves digitized, disaster-proof student records with Parchment by Instructure

Helena Public Schools cuts transcript delivery from 3 weeks to 10 minutes with Instructure

Helena Public Schools, a district in Montana, faced significant challenges with its paper-based student records system. The manual process for transcript requests was slow, expensive, and vulnerable to environmental disasters like floods and fires. Staff had to physically retrieve and mail documents, a process that could take up to three weeks. The vendor, Instructure, through its Parchment service, was engaged to digitize this workflow and secure decades of legacy data.

Instructure's solution involved implementing Parchment to create an online ordering platform integrated with the district's PowerSchool SIS. They also used the Scan & Index service to digitize and upload historical records into a secure, cloud-based database. This eliminated paper costs and reduced the transcript processing time from hours to just minutes for walk-up requests. The vendor's platform provided live tracking for sent documents and future-proofed the district's irreplaceable records against physical damage.

Helena Public Schools