“The records you can’t produce become the claims you can’t defend.”
EdFiles® + EdForms + EdGPT is the complete Ed-Records suite: Digitize and permanently preserve every Personnel, Payroll, Student & Business Record, route every form through one workflow, and put a private AI on top so your staff can find any document in seconds - not days.
EdFiles + EdForms + EdGPT
One connected suite — plus SPEDFiles for special education and dedicated Risk Management and Payroll / Benefits / Workers' Comp modules — so nothing about your district's permanent records is ever scattered again.
Built for every function across your district
EdFiles, EdForms & EdGPT connect HR, Risk Management, Payroll, Benefits, Special Education, Business Services, Facilities and the Superintendent's Office to the same secure record — no more scattered files between departments.
Store, organize & manage information — not paper.
EdFiles transforms your existing paper file folders — Personnel, Payroll, Student cumulative records, and permanent business documents — into a secure, searchable, permanently backed-up digital archive accessible from anywhere.
- Exclusive 3D file folder interface staff already understand
- Enterprise-grade redundancy, protected against disaster
- Formatted for analysis, reporting & system integration
- Available as Paper Conversion as a Service — pay over time
Build K-12 forms & workflows with AI — no more forms-software silo.
EdForms brings evaluations, HR forms, and compliance documents into the same organized system as EdFiles, with routing and e-signatures built for how districts actually approve things.
- Drag-and-drop form builder, AI-assisted from day one
- Multi-step approval routing across departments
- Completed forms file straight into the EdFiles record
- Built for K-12: HR, Special Ed, Risk, Business Office
Ask for any record. Get it in seconds — not days.
EdGPT is the private AI platform built for K-12 districts: FERPA-compliant, on-premises deployment where your data never leaves your walls. Staff can find any Personnel, Payroll, Benefits, or Worker's Comp document by simply asking.
- District-trained models — no public cloud, no data sharing
- Instant, intelligent retrieval across HR, SPED, Risk & Business
- Built for HR, Special Education, Risk Management & Business Services
- Community-facing answers for parent & family questions
Purpose-built for the records that carry the most risk.
SPEDFiles keeps IEPs, 504 plans, evaluations, and consent forms organized and audit-ready — with the compliance timelines and due-process deadlines special education files carry built right in.
- IEP, 504 & evaluation files in one compliant, secure record
- Tracks state & federal compliance timelines automatically
- Audit-ready documentation for state complaints & due process
- Secure, permission-based access for case managers & families
Claims, incidents & liability — organized before an auditor asks.
A dedicated EdFiles module for Risk Management departments: incident and injury reports, insurance and liability documentation, and safety records, cross-referenced with the Personnel record they relate to.
- Incident, injury & insurance documentation in one place
- Liability & safety records linked to the employee's full record
- Faster claims response and state audit readiness
Every pay stub, benefit election & wage-replacement record — in one place.
A dedicated EdFiles module for Business & HR: payroll registers, pay history and W-2s, benefits enrollment and elections, and workers' comp wage-replacement records — all linked to the employee they belong to and ready for audit.
- Payroll registers, pay stubs & W-2 history archived automatically
- Benefits enrollment & elections tracked per employee, per plan year
- Workers' comp wage-replacement records linked to the claim
- Retention timelines applied automatically by record type
From banker boxes to instant answers
Every format your records live in today — physical or digital — flows into one connected, searchable system.
Boxes, Cabinets & Offsite Storage
Banker boxes, filing cabinet drawers, and pallets sitting in offsite storage — picked up and logged.
Digitization Robotics
High-speed scanning robotics convert every page to a high-quality digital image with full chain of custody.
AI Classification & Indexing
AI automatically sorts, tags, and indexes every record — including files already sitting on shared drives.
Secure EdFiles Archive
Every record lands in one permanent, backed-up, disaster-proof digital archive — organized by department.
Instant Search via EdGPT
Staff simply ask for a record by name, date, or department and EdGPT finds it in seconds — not days.
Does this sound familiar?
"A former employee files a claim. HR searches for three days and cannot find the complete file."
A former employee files a claim — HR searches for three days and cannot find the complete file.
A student requests their cumulative records — the folder is missing from the storage room.
An auditor asks for payroll records from eight years ago — no one knows exactly where they are.
Where Records Live Now
The Result
That is not a records system. That is a liability.
Four critical dangers your district faces right now
Unlike digital data, paper has no backup, no recovery, and no second chance.
Fire, Flood & Disaster
A single disaster permanently destroys Personnel, Payroll, Student & business records with zero possibility of recovery.
Legal & Audit Liability
Inability to produce required permanent records during litigation, public records requests, or state audits exposes your district to costly penalties.
Deterioration & Misfiling
Paper fades, molds, and deteriorates silently. Misfiled or lost folders mean critical records may be gone before anyone notices.
Compliance Uncertainty
Without a designated records expert, most districts cannot confirm their Personnel, Payroll, Student & business records meet retention requirements.
Purpose-built paper-to-digital conversion — exclusively for educators.
Decades of boxes and filing cabinets don't have to stay that way. Our digitization robotics and AI-powered classification turn your district's paper into secure, permanently backed-up, instantly searchable smart data — with full chain-of-custody the whole way through.
Digitize
Digitization robotics convert boxes and file cabinets into high-quality digital images while preserving chain of custody, page by page.
Classify & Index
AI automatically classifies, extracts, and indexes every record by department, student, employee & document type — no manual tagging.
Access & Search
Every record lands in EdFiles — searchable by EdGPT and routable through EdForms — accessible from anywhere, at any time.
Why Districts Convert With Us
Hundreds of school districts & county offices of education
From small rural districts to large urban unified school districts.
+ many more school districts & county offices of education nationwide
Security & compliance your district can point to
FERPA and ADA/WCAG 2.1 AA compliant across every product in the suite — EdFiles, EdForms, EdGPT, SPEDFiles, Risk Management, and Payroll / Benefits / Workers' Comp.
FERPA Compliant
Student, personnel & business records handled to federal education privacy standards.
ADA / WCAG 2.1 AA
Accessible platform for every staff member and community user.
Enterprise-Grade Redundancy
Permanently backed up and protected against fire, flood & disaster.
Data Stays Yours
Private, district-scoped AI — your records never train a public model.
Ready to protect your district's permanent records?
Schedule a presentation and see how EdFiles + EdForms + EdGPT can protect your Personnel, Payroll, Student & permanent business records — at a price point designed for every education budget.