Connect. Collaborate. Conquer.
Every year, district staff are asked to do more with less. DocumentLOK was specifically designed to make this a non-issue: connect your staff, students, and parents with SIS data and student documents; collaborate through workflow processes; and conquer the paper mountain that has plagued school districts for generations.
Acquire
- Scan from any TWAIN-compliant scanner or multi-function device.
- Import electronic documents from your network, USB drive, or mobile device.
- Download files from the Internet and upload pictures, images, electronic forms, audio, video, and files in any format.
- “Print” any document directly into DocumentLOK using the virtual printer.
- Save Microsoft Office files directly with Office integration.
- Capture emails and attachments from Outlook or Gmail.
- Accept SIS Parent Portal uploads in pending status until approved.
- Capture mass-created report cards, transcripts, and test reports, then automatically burst, index, and file them with only a few clicks.
Index
- Link documents to any SIS student, staff, or business record.
- Pre-populate indexing and metadata from PowerSchool.
- Capture index values from file names, barcodes, or within the document itself.
- Include campus identifiers to support FERPA-focused access rules.
- Apply additional indexing from easy drop-down lists and free-form descriptions.
Secure
- Secure documents based on criteria your district chooses.
- Use 256-bit encryption and SQL database BLOB storage rather than a simple file structure.
- Grant or restrict access by metadata, Active Directory security group, ADS group, SIS role, or campus.
- Store ultra-sensitive documents such as IEP, 504, or SPED records in separate databases with separate security rules.
- Track and log staff activity with documents to support strict HIPAA and FERPA obligations.
Retrieve & Manage
- Use an intuitive interface without multi-level menus or button bars.
- Search by any combination of index criteria.
- Open student, staff, or business documents with a single click from within your SIS or business system.
- Move misfiled documents in seconds without re-entering indexing data.
- Download, email, fax, or print documents quickly.
- Manage document lifecycles with automatic version control and easy file audits.
Automate and manage processes.
DocumentLOK’s workflow feature helps establish a consistent, predefined series of steps for complex district processes — improving teamwork, accountability, and execution.
Assign responsibility
Assign steps to an individual or group and make ownership clear.
Define timing and required documents
Set completion windows and specify which documents must be included for each step.
Approve, monitor, and manage
Set approval requirements and monitor your own workflow queue or your staff’s queues.