Choosing a recordkeeping system - HomeSchool Easy Records

How to Choose a Recordkeeping System

There are different formats available for recordkeeping and each format has strengths and weaknesses. The choice is a personal one. Below is a summary of each format:

Do-it-yourself Perhaps the least costly method is a do-it-yourself system. You can design your own forms and make photocopies as needed. Some families use spreadsheets for their recordkeeping. This method is cost effective, but it can be very time consuming.

Paper and Pencil There are many paper formats on the market. If you are uncomfortable with computers then perhaps this is your answer. The costs vary and you will surely find one that fits your budget. This method can present some difficulties if you like to plan ahead and often make adjustments - have a good eraser. There are free Internet resources for forms and other helpers as well as computer programs that only print forms. (Help for selecting paper system)

Software Programs New homeschool recordkeeping software programs are springing up at the rate of 2-3 a year. We have used all of them and can report that there are many good programs to choose from. They offer different features and are built in different ways, but there is something to appeal to everyone. The costs vary from free downloads to about $60. Software is becoming more and more popular because of the time-saving elements. As teachers, you are organized, you don't have to manage reams of paper, and you can easily make changes and reuse the information year after year. Furthermore, the consistency lends a professional appearance to homeschool records. The downside to software is the learning curve necessary to use the programs. (Help for selecting software systems)

Online Recordkeeping Services
A newcomer to the recordkeeping scene is the online service. Generally, these are repositories for your information. Some will issue report cards and transcripts. The down side is that you pay year after year for services that you can do yourself (and have to do in order to forward them to the service). Generally, you collect the data, calculate grades, figure attendance, etc and type the information into the online database. However, if you are nervous about recordkeeping, this service might ease your mind.

This service is not to be confused with umbrella schools, which will be discussed below.

Umbrella Schools (Cover schools, etc)
Umbrella schools vary greatly in the services they offer - from testing, to advising and tutoring, to recordkeeping. They have usually been formed as a private school. For a fee, these programs will provide recordkeeping services, report cards, transcripts and sometimes even diplomas. You will probably have to provide most of the data to them. Some umbrella schools employee certified educators to assits homeschoolers - some do not. There are many varieties.

Some homeschoolers view the umbrella schools as a safety net. If you choose to use an umbrella school, research them carefully. Reputable schools will be glad to answer your questions and provide supportive documentation to you.

Curriculum Vendors
There are some curriculum vendors that provide limited recordkeeping capabilities as part of their program. An example would be Switched on Schoolhouse. Usually, the software is included in the cost of the curriculum. Please be aware that the software is not usually full-featured.

Many homeschoolers use the curriculum component, but choose to do their own record keeping using another method.

Do-it-yourself	Perhaps the least costly method is a do-it-yourself system. You can design your own forms and make photocopies as needed. Some families use spreadsheets for their recordkeeping. This method is cost effective, but it can be very time consuming.
Paper and Pencil	There are many paper formats on the market. If you are uncomfortable with computers then perhaps this is your answer. The costs vary and you will surely find one that fits your budget. This method can present some difficulties if you like to plan ahead and often make adjustments - have a good eraser. There are free Internet resources for forms and other helpers as well as computer programs that only print forms. (Help for selecting paper system)
Software Programs	New homeschool recordkeeping software programs are springing up at the rate of 2-3 a year. We have used all of them and can report that there are many good programs to choose from. They offer different features and are built in different ways, but there is something to appeal to everyone. The costs vary from free downloads to about $60. Software is becoming more and more popular because of the time-saving elements. As teachers, you are organized, you don't have to manage reams of paper, and you can easily make changes and reuse the information year after year. Furthermore, the consistency lends a professional appearance to homeschool records. The downside to software is the learning curve necessary to use the programs. (Help for selecting software systems)
Online Recordkeeping Services	A newcomer to the recordkeeping scene is the online service. Generally, these are repositories for your information. Some will issue report cards and transcripts. The down side is that you pay year after year for services that you can do yourself (and have to do in order to forward them to the service). Generally, you collect the data, calculate grades, figure attendance, etc and type the information into the online database. However, if you are nervous about recordkeeping, this service might ease your mind. This service is not to be confused with umbrella schools, which will be discussed below.
Umbrella Schools (Cover schools, etc)	Umbrella schools vary greatly in the services they offer - from testing, to advising and tutoring, to recordkeeping. They have usually been formed as a private school. For a fee, these programs will provide recordkeeping services, report cards, transcripts and sometimes even diplomas. You will probably have to provide most of the data to them. Some umbrella schools employee certified educators to assits homeschoolers - some do not. There are many varieties. Some homeschoolers view the umbrella schools as a safety net. If you choose to use an umbrella school, research them carefully. Reputable schools will be glad to answer your questions and provide supportive documentation to you.
Curriculum Vendors	There are some curriculum vendors that provide limited recordkeeping capabilities as part of their program. An example would be Switched on Schoolhouse. Usually, the software is included in the cost of the curriculum. Please be aware that the software is not usually full-featured. Many homeschoolers use the curriculum component, but choose to do their own record keeping using another method.