Chronology Docufree Platform & Storage

Chronology – Docufree Platform Licensing, Scribbles, and Records Storage
Services

In June 2024, the DeKalb County School District (DCSD) received Board approval for a
districtwide initiative with Docufree Corporation to digitize and modernize school and
business records in an amount not to exceed $6,136,008.00. That action established
Docufree as the district’s enterprise solution for the secure collection, preparation,
scanning, indexing, and long-term management of records and included the first year of
the software platforms required to access and manage digitized content. The
overarching goals of the initiative are to modernize records management, improve
operational efficiency, strengthen security and compliance through role-based access
and audit controls, eliminate legacy multi-media recordkeeping practices, and provide
reliable, districtwide access to critical documents.

The district’s digitized records environment is supported by the Docufree platform,
including the Scribbles student records platform and the broader Docufree enterprise
content management (ECM) platform for Human Resources, finance, and other
business records. These platforms are not project-based scanning services; rather, they
represent the ongoing application environment required to access, organize, and
manage records that have already been digitized and those added through future
digitization efforts. In addition, the Docufree program includes secure, vendor-managed
storage of physical records while they are being staged, reviewed, and processed as
part of the digitization workflow.

The current request continues the annual platform licensing and subscription services
for Scribbles and the Docufree ECM platform, as well as the associated records storage
services. This request does not include project-based scanning activities

Project Status Update

Since implementation, the Docufree program has delivered measurable progress
toward the district’s records modernization goals. The district has digitized more than
one million human resources records and processed millions of student record
documents, with tens of millions of index fields and searchable pages created. The
initiative has established a single, governed system of record with role-based access
controls, improved security and auditability, and significantly reduced record retrieval
times from days to seconds. The district has also reclaimed thousands of square feet of
physical storage space previously occupied by paper records, allowing facilities to be
repurposed for instructional and operational needs.

   ●​ Human Resources Records: 100% complete
   ●​ Centralized Student Records: 89% complete
   ●​ Finance Records: 25% complete
   ●​ Legacy Microfiche Records: 77% complete

The district has invested substantially in converting paper records into digital format
through the Docufree digitization initiative. Continued access to these records, and the
ability to manage records currently in process and those added in the future, depends
on maintaining the Docufree platform licensing and subscription services, including the
Scribbles module, as well as the associated records storage services. Without these
services, staff would lose access to the systems used to retrieve, manage, and process
digitized records, and the district’s ability to sustain the program would be disrupted.
Key Services to be Provided:

Scribbles Student Records Platform: $250,200
The Scribbles platform provides a fully hosted K–12 student records environment that supports
secure, paperless student records management and inter-district records exchange.

   ●​   Secure online records requests (ScribOrder)
   ●​   Digital student records archive (ScribOnline)
   ●​   Digital cumulative folders (ScribFolders)
   ●​   Electronic records transfer (ScribTransfer)
   ●​   System integration and data exchange (ScribIntegrate)

Docufree Enterprise Content Management (ECM) Platform for Human Resources and
Business Records: $120,000
The Docufree ECM platform provides a secure, centralized repository for Human Resources
and other business records, supporting compliance, governance, and operational efficiency.

   ●​   Secure, encrypted records repository
   ●​   Houses millions of text-searchable images and documents across multiple record types
   ●​   Provides centralized access to authorized users across departments
   ●​   Role-based access controls and audit trails
   ●​   Ensures users only see records they are authorized to access
   ●​   Supports compliance with district policies and records retention requirements
   ●​   Provides full audit history of document access and activity
   ●​   One Touch Search and application integration
   ●​   Enables direct, single-click access to authorized documents from other applications
   ●​   Improves staff efficiency by reducing time spent searching for records
   ●​   Standardized capture and indexing profiles
   ●​   Ensures all uploaded documents conform to district taxonomies and indexing standards
   ●​   Supports consistent organization and long-term manageability of records
   ●​   Ongoing system availability and vendor-supported maintenance
   ●​   Includes platform hosting, security updates, and performance enhancements
   ●​   Ensures continued reliability, compatibility, and protection of district data

Secure, Vendor-Managed Records Storage Services: $52,000
As part of the ongoing digitization process, Docufree provides secure storage for physical
records while they are being reviewed and processed.

   ●​   Secure storage during image review and processing periods
   ●​   Stores physical records for up to 120 days during image review
   ●​   Allows for extension periods when required due to volume and workflow demands
   ●​   Chain-of-custody and records protection controls
   ●​   Ensures sensitive records are safeguarded while in vendor custody
   ●​   Maintains accountability and security throughout the digitization process
   ●​   Support for large-scale conversion activities
   ●​   Accommodates the volume and throughput required for districtwide digitization
   ●​ Ensures records remain protected while transitioning from paper to digital formats

The Docufree platform licensing, including the Scribbles student records platform and
the Docufree ECM platform, along with the associated records storage services, are
required components of the district’s enterprise records management environment and
are separate from project-based scanning activities. Together, these services represent
the ongoing software and operational foundation needed to operate and sustain the
district’s digitized records program.

Renewal of these services ensures uninterrupted access to records that have already
been digitized, supports records currently in process, and enables the continued
addition and management of new records. This action protects the district’s prior
investment in digitization, maintains system continuity, and ensures that staff can
continue to perform records-related functions without disruption..

Procurement

Pursuant to Board Policy DJE III.D.3.h, Continuation of Existing Agreements, this
purchase represents the continuation of existing software platforms and associated
services currently used by the district in support of the Docufree digitization solution.
The Docufree platform licensing, including the Scribbles module, and records storage
services are required to maintain compatibility and operational continuity with the
district’s established enterprise records management environment.



Financial Impact

 Service                                           Cost

 Scribbles Student Records Transcripts             $250,200
 Platform

 Docufree Enterprise Content Management            $120,000
 Platform

 Records Storage                                   $52,000

                                           Total $422,200 Requested