Learn about ErateDocX and how it makes your E-rate process easier.
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.
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.
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.
All subscription plans provide as much space as you need for storing your critical E-rate data.
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.
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.
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.
There are 3 types of user accounts:
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.
You may download a single Funding Year (FY) by clicking on the download button on that particular FY card.
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.
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.
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:
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.
Taking into consideration that the service delivery deadline is different for Category 1 Services than it is for Category 2 Services:
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.
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.
For documents collected between July 1, 2004 and November 20, 2014, a five (5) year rule was in effect.
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:
For more information on these or other questions contact us at firstname.lastname@example.org or call (888) 676-1289.