01 Claim & Notices7 docs
- Government claim form, date-stamped
- Acknowledgment letter
- Notice of insufficiency
- Late-claim application & response
- Board agenda item & action
- Rejection notice with proof of mailing
- Tolling agreements
EdFiles captures, classifies and retrieves every risk and compliance document — from the incident to the retention rule that finally lets you destroy it. Workers' comp, liability claims, OSHA logs, incident reports, complaints and investigations, each in a standard file plan with its own deadlines, access controls and retention.
K-12 risk management and compliance records — file plans, deadlines and retention for school district claims, complaints and investigations.
Built for California K-12 and multi-state ready · SOC 2 Type II · FERPA-aligned · ADA / WCAG 2.1 AA
EdFiles is records management built for school districts, not a generic drive with folders bolted on. Paper becomes searchable files, every document is classified as it lands, and retrieval works the way audits and subpoenas actually ask.
Bulk scanning and multi-upload turn paper claim folders, incident reports and OSHA binders into electronic files. Email and attachments file straight into the matter they belong to, with the original dates intact.
Each document is filed to a tab and tagged with claimant, respondent, claim type, complaint type, site, policy year and status — plus a retention class and sensitivity flag. Categorizing at intake is what makes every count and every search downstream correct.
Pull a file by record type, site, claimant, policy year, claim number or litigation matter. Nothing is duplicated to make it findable, and nothing moves to be counted.
One matter, eight tabs, every document in a place a stranger could find it. This is the structure behind every claim EdFiles holds — and the reason a file assembled in 2026 still makes sense to whoever opens it in 2034.
Every claim file is built the same way. The tabs never change, so the coordinator who inherits this file in six years opens tab 04 for the tender letter without asking anyone where it went.
Sensitive documents are flagged where they sit — privileged, medical, student and personnel — so access is controlled at the document, not at the folder someone forgot to lock.
California Government Claims Act references, shown for orientation. Confirm every deadline and retention period with district counsel.
Each card shows the owner and the first tabs. Open one for the full plan: every tab, the documents inside it, the deadlines that govern it and which records need restricted access.
The stage decides what gets created. The rule decides how long it stays. Tap a stage for the records it generates.
The moments when a district finds out how it is organized. Tap a card for where the answer lives.
Access. A Title IX file holds student statements the adjuster should never browse. A claim file holds privileged defense evaluations and reserves the coordinator should never see.
Deadlines. A government claim, a 60-day UCP investigation and a workers' comp benefit clock do not share a status.
Disclosure. Everything inside a matter is a discovery and Public Records Act target. Merged files pull unrelated records into one request.
Continuity. A hold placed for the lawsuit freezes the linked matters, so nothing is destroyed on schedule while litigation is live.
The argument that gets approved is rarely about software. It is about what the district can prove, and who can still do the work next year.
A complete, consistently built file is worth more in litigation than any single document in it. Gaps, duplicates and missing evidence are what get exploited — and a file assembled in a hurry after service shows.
Risk and compliance roles turn over, and the knowledge usually walks out with them. A standard file plan means the successor works from the files instead of reconstructing them.
Cal/OSHA, the JPA, the county and the board all ask for cuts of the same records. When matters are categorized and indexed at intake, those are filters rather than week-long projects.
Medical records, student records, personnel files and privileged material sit behind role-based access by default — instead of depending on who remembered to move a folder.
Records kept past their schedule are discoverable and cost money to store. Records destroyed under a hold are a much larger problem. The engine does both correctly and logs it.
Legacy claim files come off the shelves, and the hours spent hunting for documents go back into working claims. The scanning calculator puts conversion cost against what storage is costing today.
The question a superintendent actually asks is simple: if this landed tomorrow, could we produce the complete file — and could we prove nothing is missing?That is the whole product in one sentence.
One file, six ways in. Nothing is duplicated to make it findable, and nothing moves to be counted.
Federal: OSHA 29 CFR 1904 · FERPA · IDEA · Title IX · ADA · HIPAA-adjacent
State: CA Ed. Code · Gov. Code claims · Cal/OSHA · CPRA · TSLAC (TX) · WA SOS · Michigan RMS · GA / SC / RI archives
Litigation: statute of limitations · legal hold · discovery readiness
General reference only, not legal advice. Confirm deadlines, disclosure and retention with district counsel. Sample matters are fictional.
Security documentation, insurance certificates and the completed vendor questionnaire are provided on request — ask for the review packet before the demo if IT wants to look first.
A typical department rollout. Open matters move first, history follows, and nobody has to freeze claims to make the change.
Risk and compliance is one department's version of a problem every department has. Districts commonly start here and extend.
Short answers on file structure, retention and access for school district risk management and compliance records.
Pick a claim or complaint you are working right now. We will show you how it files, who can see what, what the clock looks like, and when it can finally be destroyed.
Printable 18×24 PDF poster.
Tell us about your district and a member of the EdFiles team will follow up.