Student Data Retention

[KibosJ]

Hi All,

 

Just wondering if someone could give me an answer to this one. I've looked through all sorts of policies and things but everything seems rather vague.

 

We have a member of staff who was at this school as a student and has raised a concern that we are still holding his Student Information in SIMS, which he can now see.

 

How long are we supposed to keep this information regarding students? I've heard that with regards to Exam results we can keep it indefinitely, but others saying that information should be held from DOB + 25 years.

 

Anyone who has an idea, it would be great if you could let me know.

 

If we have to remove them that is going to be a job, as I'm being told this cannot be done in bulk with SIMS

 

Thanks.

[GREED]

ICO website has some information on this, as well as others. I used to use this but a rebrand seems to have made it less useful!

 

Schools Records UK - IRMS Wiki

 

Each data area, and even data item, has a defined data retention requirement, but is also dependent on the circumstances of the individual. For example, if a student is in care/involved with social services, then their records should be kept +25 years, if they are SEN, I believe it is 25 years after they leave school (don't quote me on the figures). It is a very grey area because every child and data area is different.

[KibosJ]

ICO website has some information on this, as well as others. I used to use this but a rebrand seems to have made it less useful!

 

Schools Records UK - IRMS Wiki

 

Each data area, and even data item, has a defined data retention requirement, but is also dependent on the circumstances of the individual. For example, if a student is in care/involved with social services, then their records should be kept +25 years, if they are SEN, I believe it is 25 years after they leave school (don't quote me on the figures). It is a very grey area because every child and data area is different.

 

Thank you for this, I will take a look

[KibosJ]

So Capita have said there is no way to bulk delete them anyway, but they are working on something for this

[kathabell]

5. Responsibility for the pupil record once the pupil leaves the school

The school which the pupil attended until statutory school leaving age is responsible for

retaining the pupil record until the pupil reaches the age of 25 years. [see the retention

schedule for further information].

 

Extract from the IRMS Handbook We use the Link site for Governors and the IRMS handbook was included as part of the Governor training package

2016_IRMS_Toolkit for Schools_v5_Master.pdf

Edited July 8, 2016 by kathabell

[elsiegee40]

There was something that came out of the historic child abuse allegations that suggested that some records should be kept much longer.

 

I will have a hunt or maybe @GrumbleDook can remember

[jmak]

5. Responsibility for the pupil record once the pupil leaves the school

The school which the pupil attended until statutory school leaving age is responsible for

retaining the pupil record until the pupil reaches the age of 25 years. [see the retention

schedule for further information].

 

Extract from the IRMS Handbook We use the Link site for Governors and the IRMS handbook was included as part of the Governor training package

Presumably I can infer from this that infant and primary schools don't have any requirement to retain data?

[elsiegee40]

Presumably I can infer from this that infant and primary schools don't have any requirement to retain data?

 

They do have a data retention requirement. Not sure what it is,but it's definitely there

[jmak]

Presumably I can infer from this that infant and primary schools don't have any requirement to retain data?

 

They do have a data retention requirement. Not sure what it is,but it's definitely there

Couldn't believe it would be that simple [emoji3]

[KibosJ]

Thanks guys,

 

So let's say I want to remove these students.

 

In SIMS it tells me I can't delete them because there is data attached, this means someone is going to have to go through, remove all of the data attached to a student and then delete the student. This will take a long time.

 

The more concerning thing for me is that it also tells me I can't delete them because there is System Manager data attached (their roles in SIMS)

 

So from what I can see we would have to.

 

1. Remove all data attached to student

2. Remove System Manager roles/account (possibly even staff member)

3. Delete Student

4. Re-create System Manager roles/account (possibly re-create staff member)

5. Repeat for every student

 

Is this crazy or just me?

 

--EDIT--

 

Sorry, seems you can delete students without removing all of the data (this happens during the delete) If they are staff though I still have to remove their roles :/

Edited July 8, 2016 by KibosJ

[GrumbleDook]

Most of the above info has covered off requirements of retaining data (IRMS give sound advice and where I used to get a lot of mine from), and SEN has additional requirements too.

 

Also remember that any LAC or former LAC (or CLA if you want to use the different variation) may have additional requirements as set out in any court order.

 

Also, please remember that this is *data* we are talking about, not just electronic data. If the data is being removed from an electronic storage system it can be transferred to a hard-copy based system instead, with restricted access (i.e. a filing cabinet with only limited people have the key).

 

If the member of staff was a former student and has historic records on the system, then see if additional restrictions can be placed on the record so that only key staff have access to it ... and as it is on an electronic system you get the audit trail of who has gone in to look. I am more than a tad rusty on SIMS right now, but it is possible to add additional restrictions (i.e. in the case of court orders being applied to a learner only certain people have access to that learner's record, IIRC).