Digital Records & E-Signatures

Cloud servers with SOC 2 compliance

Go Paperless. Stay Compliant.

Cloud storage to help with FERPA compliance for the 5-year retention rule. E-signatures that let students enroll from anywhere.

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Paper Records Are a Liability

California’s 5 CCR § 71920 requires schools to retain student records for 5 years after the student’s last date of attendance.

The reality for most schools:

Program: Medical Assistant (12-month)
Starting Enrollment: 100 students
Exclusions (Military/Health): -7 students
Students Available: 93 students
Graduates: 72 students

Missing a single file during a BPPE inspection can result in a Class A citation and fines up to $5,000.
There’s a better way to manage your records.

Digital Records Management Built for Schools

Compliant Cloud Storage

All student records stored in encrypted, FERPA-compliant cloud storage. Access from anywhere, anytime.

256-bit encryption
Role-based access controls
Automatic backups

Legally Binding E-Signatures

Students sign enrollment agreements, financial disclosures, and other documents from their phones or computers.

ESIGN Act compliant
Mobile-friendly signing
Complete audit trail

Audit-Ready Organization

Every document tagged, searchable, and organized by student. When BPPE comes knocking, you’re ready in seconds.

Automatic categorization
Full-text search
Student-centric filing

Automatic Retention Management

We track retention periods for every document. Get notified when records can be safely deleted.

Retention period tracking
Deletion reminders
Compliance reporting

How It Works

We Set Up Your System

We configure your secure storage, set up user accounts, and create your document categories.

Migrate Existing Records

We help you digitize and upload existing paper records (optional scanning service available).

Go Paperless

New enrollments happen digitally. E-signatures, automatic filing, instant access.

Stay Audit-Ready

When BPPE inspects, pull any document in seconds. We handle retention, you handle students.

Included in every Udooku plan

Digital records and e-signatures come standard in every plan — starting at $3 per active student / month on Core. No setup fees, cancel anytime.

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FAQ

What is the 5-year record retention requirement?

California Code of Regulations (5 CCR § 71920) requires private postsecondary institutions to maintain student records for at least 5 years from the student’s last date of attendance.

Are e-signatures legally binding?

Yes. Our solution complies with the federal ESIGN Act and California’s UETA. They are legally equivalent to handwritten signatures.

How secure is the cloud storage?

We use enterprise-grade security including 256-bit AES encryption and SOC 2 Type II certified data centers.

Can I migrate my existing paper records?

Yes. We offer document scanning services or can help you upload already-digitized files.

Ready to Go Paperless?

Schedule a free consultation. We’ll assess your current records situation and create a migration plan.

Schedule Free Consultation