FERPA Compliance

What is FERPA Compliance?

FERPA document scanning compliance refers to adherence to the Family Educational Rights and Privacy Act, a federal law that protects the confidentiality of student education records. FERPA grants students and their parents specific rights over access to and control of their records, while limiting how schools disclose personally identifiable information (PII).

What is FERPA Compliance for Scanning Educational Records?

TierFive provides secure document scanning services to every educational institution that receives federal funding which is required to comply with FERPA, including public schools, school districts, colleges, and universities. The law mandates that student records be protected from unauthorized access, both in physical and digital formats. Institutions that fail to comply with FERPA data privacy compliance may face federal penalties, loss of funding, and reputational damage. When converting paper-based records into digital formats, it is essential to work with an experienced FERPA-compliant scanning service provider that understands student records digitization, the importance of student data privacy and has procedures in place to meet all regulatory obligations.

How TierFive Maintains FERPA Compliance for Document Scanning

TierFive provides FERPA-compliant document digitization services through a comprehensive framework of security, PBSA compliant staff background verifications, federal e-verification, access control, and privacy protection. Although FERPA does not offer certification, TierFive is both HIPAA and SOC2 certified in addition we are ISO 27001 certified and our entire scanning process is designed to meet the full scope of FERPA expectations. Only authorized personnel, who receive ongoing training in FERPA privacy requirements, are permitted to handle student records. Access is restricted using role-based permissions and multi-factor authentication. Scanning operations are conducted in physically secure facilities, which feature 24/7 surveillance, restricted zones, and secure entry points. All scanned records are encrypted at rest and during transmission using FIPS 140-2 validated encryption protocols, ensuring that education data remains protected. TierFive also maintains audit trails that record all access and modifications to digital records, enabling schools to track data usage and respond effectively to audits, investigations, or access requests. By maintaining compliance at every step, we support institutions in reducing risk while improving records accessibility and retention efficiency. 

The Role of the FERPA Responsibility Agreement in TierFive’s Services

While FERPA does not require a specific addendum like other regulations, institutions must ensure that third-party vendors handling student records operate under a FERPA Responsibility Agreement or formal data privacy agreement. These agreements define expectations and liabilities regarding the protection of student education data. TierFive enters into written agreements that outline our obligations for FERPA compliance, including confidentiality, breach notification, and secure data handling. All personnel with access to personally identifiable information (PII) are required to acknowledge and sign documentation affirming their understanding of and commitment to FERPA privacy rules. Through clear contractual obligations, rigorous internal controls, and recurring compliance training, TierFive serves as a trusted partner for FERPA-aligned document scanning solutions.

Key FERPA Compliance Requirements for Secure Document Scanning

To meet FERPA requirements, a student records scanning service must ensure that only trained, authorized staff handle education records. All personally identifiable information must be encrypted during both storage and transmission. Physical access to records must be restricted to secure locations with surveillance and entry logs. Every access point or modification must be recorded through audit trails for compliance verification. Data handling must be governed by written privacy agreements and supported by employee training programs. Document retention and final delivery must align with institutional policies while preserving student rights under FERPA.

Contact TierFive today to learn more about how we can help your educational institution reduce overhead costs securely digitize your vital student records within the compliance requirements of FERPA. *Note if your Academic Institution has additional requirements such as DOJ, SEC or FAA requirements just let us know.