Records management for schools and independent schools

Is your school ready for the new requirements on records registration under the principle of public access? With a records management system built for the education sector, you get control, structure, and support – without making everyday work more complicated.  

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From new legal requirements to practical, everyday handling

The Swedish government's proposal to extend the principle of public access to independent schools represents a major change for school leaders. Organizations that have previously worked more informally now need to ensure that official documents are registered, traceable, and can be disclosed correctly.

This affects not just management, but the entire organization. Requirements are increasing – both legally and in how everyday work is organized.

The questions tend to surface quickly: What do we actually need to register? How do we do this in practice? And how do we make sure everyone follows the right process?

With a system built for schools, you get concrete support for day-to-day work. You can structure documents, manage cases, and quickly find the right information – without having to build your own manual routines or add to the administrative workload.

 

With the right system in place, you can:

  • Ensure accurate registration of official documents
  • Find documents quickly when requested
  • Meet legal requirements linked to the principle of public access
  • Bring structure to an otherwise complex process
  • Reduce the risk of errors and manual mistakes

Trusted by 90% of Sweden's higher
education institutions and universities

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    From requirements to simple records management in schools

    Långsiktig lagring

    Clear working practices

    As head teacher, you carry the ultimate responsibility for ensuring your school follows legal requirements. With a records management system for schools, you get support in knowing what needs to be registered and how to do it in practice. You won't need to interpret the regulations yourselves, and you can feel confident that official documents are being handled correctly.

    Stay in control when documents are requested

    When a request comes in, you need to be able to act quickly and correctly. With a structured records management system, you find the right document immediately – without searching through emails, folders, or individual staff members' files. This saves time and reduces stress in an already demanding day-to-day.

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    Create structure without adding to the workload

    A records management system for independent schools shouldn't feel like extra administration. Our solution is built for the education sector and makes it easy for staff to get it right from the start. You get a sustainable structure that works in everyday practice.

    Se hur diarieföring i skola fungerar i praktiken

    Vill ni förstå vad offentlighetsprincipen innebär och hur ni kan arbeta strukturerat med diarieföring i skolan?

    Se vårt inspelade webinar där vi går igenom:

    • Vad lagförslaget innebär för friskolor
    • Vad som räknas som allmän handling
    • Hur ni kommer igång med diarieföring i praktiken
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    Frequently asked questions 

    Do independent schools need a records management system?
    If the principle of public access is introduced, independent schools will need to manage and register official documents in a structured and legally sound way.
    What does records registration mean for schools?
    Records registration means registering, organizing, and tracking incoming and internally created documents, so they can easily be found and disclosed when needed.
    What counts as official documents at an independent school?
    This can include things like emails, decisions, investigations, and other documentation related to the school's operations that isn't of a private nature.
    Can we keep using email and folders for document management?
    This can work on a small scale, but it rarely meets the requirements for traceability, structure, and legal certainty that the principle of public access demands.
    Is records registration difficult to implement in a school?

    With the right system and support, it doesn't have to be difficult. The key is having a tool built for schools – not for government agencies.
    How do we choose the right records management system for our school?

    Our recommendation is to choose a system  that's easy to use, built for the education sector, and that gives you support in knowing what needs to be registered.

    We offer several systems for records and case management, and the one best suited for schools is called W3D3. Today, around 90% of Sweden's state higher education institutions use W3D3 for their records management.
    What happens if we don't have a records management system?

    It increases the risk of failing to meet legal requirements, which can lead to criticism, a lack of transparency, and inefficient document handling.