FAQs - ErateDocX

Frequently Asked Questions

Learn about ErateDocX and how it makes your E-rate process easier.

What is ErateDocX?

ErateDocX is a digital records management system that aligns with FCC E-rate Documentation Retention Guidelines. Knowing that online documentation is more than uploads and downloads, ErateDocX was designed to assist entities with the annual storage, organization and management of all E-rate files – proposals, bid evaluations, contracts, invoicing and more.

Why do I need to retain the documents associated with the E-rate funding received?

The Federal Communications Commission (FCC) requires that program participants retain all documents necessary to demonstrate compliance with the statute and Commission rules regarding the application for, receipt, and delivery of services receiving schools and libraries discounts.
Schools, libraries, and service providers are subject to both random audits and to other audits (or investigations) to examine an entity’s compliance with the statute and the Commission’s rules initiated at the discretion of the Commission, USAC, or another authorized governmental oversight body.

How secure are my documents?

Documents are stored on ErateDocX using industry standard levels of security. Here at ErateDocX we take a lot of precautions to make sure every document on our platform is highly secured and highly encrypted.

All ErateDocX documents and files are stored on a cloud infrastructure designed for the highest levels of data privacy. This allows us to restrict access to documents, allowing us to keep the data private, share it for reading, or share it for reading and writing.

All requests that happen on ErateDocX are encrypted from browser level to server level through the HTTPS protocol which allows safe transfer of files and private user credentials from the client side, all the way to the server side. Aside from this, all internal API consumption also happen on HTTPS protocol making sure that all requests are completed successfully without being sniffed.

The ErateDocX software is furthermore built with industry best practices from client side to server side, protecting the system from external threats. We also took into consideration the internal threats as well with highly quality and maintainable application code which guarantees the addition of other features in future to satisfy our clients' needs.

ErateDocX uses an encrypted file system so all your data and metadata are encrypted at rest using an industry-standard AES-256 encryption algorithm. In the extreme unlikely event of a data breach and access to documents is obtained, the content of your documents still remains highly secured. Also, all private user credentials are hashed with a one-way hash that even we cannot decode.

We take these steps and other steps as well to minimize risks associated with common security breaches and limit any consequences.

How much space does my organization get?

All subscription plans provide as much space as you need for storing your critical E-rate data.

Do I need a separate subscription for each user in my organization?

You do not need to purchase ErateDocX subscriptions for every user in your organization. Support for all users is included in the purchase of an ErateDocX subscription. Additional users can be added by the account Administrator.

Can subscriptions be paid for using a purchase order or check?

Payments can be made by check or purchase order by filling out a short form. Credit card payments can be made directly on the site.

How do I add users?

On the Dashboard, you will find “Manage Users” in the options panel at the top of the page. You can add new users and manage existing users from there.

What user type of user accounts are there?

There are 3 types of user accounts:

  • Admin – The Admin account type can add/remove users and upload/download files. The Admin user is the only user that can delete files.
  • Contributor – Can upload and download files.
  • Viewer – Can view files and generate reports.

How do I obtain a subscription for multiple organizations or consortium members?

Accounts for multiple organizations or consortiums can be subscribed to by completing the Custom Request Form. A member of the ErateDocX team will contact you to get information to manually setup those accounts for you. Payment using a Purchase Order, Check, or Credit Card can be made by one organization.

How do I download ALL of my documents for a single Funding Year?

You may download a single Funding Year (FY) by clicking on the download button on that particular FY card.

How do I upload multiple files?

On the dashboard, you will find “Upload Files” in the options panel at the top of the page. You may upload multiple files by selecting the Funding Year and Category for which you want to upload files.

What is contained in the Funding Year Documents Report?

The Funding Year Documents Report details all available documents uploaded for each E-rate Category by Funding Year. Categories that have no documents uploaded will have “No documents uploaded” displayed instead.

Will ErateDocX help us be compliant with the FCC's 10 - Year Documentation Policy?

Most certainly*, ErateDocX is a tool for full management of critical E-rate documents for ALL relevant stakeholders – IT Managers, CFO, Library Directors, administrators and consultants – on one platform. However, adherence to the rules of the E-rate program is the responsibility of each organization.
Not only should E-rate program participants retain all documents necessary to demonstrate compliance with the statute and Commission rules regarding the application for, receipt, and delivery of services; documents should also be maintained to:

  • To facilitate improved information collection during the auditing process
  • To enhance the ability of auditors to determine whether applicants and service providers have complied with program rules.
  • Because specific recordkeeping requirements prevent waste, fraud and abuse
  • To protect applicants and/or service providers
* ErateDocX is intended solely for the purpose of storage, organization and management of E-rate documents/forms as provided by our customers. We assume no guarantee for accuracy or completeness of documents/forms provided.

Exactly what is the 10-year Documentation Retention Policy and when did it take effect?

Beginning November 20, 2014, USAC and the FCC required that records be maintained for a period of at least 10 years after THE LATTER of the last day of the applicable funding year OR the service delivery deadline for the funding request.

Will you give an example of how the 10–year Documentation Retention Policy might affect our program?

Taking into consideration that the service delivery deadline is different for Category 1 Services than it is for Category 2 Services:

Example #1

CATEGORY 1 (Internet Access) funded in Funding Year (FY) 2015 (July 1,2015 - June 30,2016), both the applicant and the service provider must retain all records on this transaction until at least June 30,2026.

Example #2

CATEGORY 2 (Installation of Equipment) funded in FY 2015 (July 1,2015 - June 30,2016), the last day to deliver service is September 30. That means, Category 2 equipment records should be maintained by both the applicant and the service provider until September 30,2026.

How long do we need to keep documents PRIOR to the 10-Year Documentation Retention Policy?

For documents collected between July 1, 2004 and November 20, 2014, a five (5) year rule was in effect.

We were funded for Internal Connections. What type of documents do we need to keep?

You should retain all documents related to the purchase and delivery of E-rate eligible services and equipment. This includes but is not limited to:

  • Purchase requisitions/purchase orders
  • Packing slips
  • Serial numbers
  • Delivery and installation records showing where equipment was delivered and installed or where services were provided

For more information on these or other questions contact us at support@eratedocx.com or call (888) 676-1289.