InVentry / vistor sign in retention period

[klee]

Hello

 

We are just about to set up InVentry in main reception. It is going to be used for visitors initially and eventually staff and 6th formers.

 

I am told staff/students will use it so we know who is on site at every point in the day so if there was an evacuation we would have an up to date record. So in theory the data could be deleted the following day.

 

For visitors it will play the same role in terms of letting us know who is on site at any point in the day but feel like we should keep it a little longer in case there was another issue on the day they were here - this will be the only central record of their attendance (unlike staff/students whose absence/attendance is stored via other means as well as the new system).

 

The IRMS retention guidelines states 1 year + 6 years which seems excessive. I am currently looking at perhaps 1 year which is what we did/do with our paper based signing in sheets.

 

Can anyone advise how long they keep their visitor data for on this system or similar systems. Many thanks.

[DrBeaker]

Did you get the Easybadge software with it at all for the ID badges?

[GrumbleDook]

Retention is based on need. The IRMS guidance is usually based around this, you need to establish what *your* need is. Base it on safeguarding, H&S and operational requirements is probably you best starter for 10

[klee]

mhaddock, yes we do Edited January 4, 2019 by klee

[Edu-IT]

Sorry to dig up an old thread but it is relevant to what I am about to ask.

 

As pointed out the IRMS says Current Year + 6. I fail to see why you would look back in 6 years who signed in?

 

That said, what happens with regards to recording information for Track and Trace which there's no reason to keep beyond 14 days. It would be near on impossible to delete just the Track and Trace data and not the visitor date so you're left with the option of deleting everything. Anyone come up against this?

[jmak]

For the test and trace records I'd be inclined to generate a QR code and use the government app. Anyone who doesn't want to use the app, use a piece of paper per day in an A4 binder. Once you get to 14 pieces of paper, remove and destroy the one on the bottom every time you add a new one to the top.

[GrumbleDook]

Sorry to dig up an old thread but it is relevant to what I am about to ask.

 

As pointed out the IRMS says Current Year + 6. I fail to see why you would look back in 6 years who signed in?

 

That said, what happens with regards to recording information for Track and Trace which there's no reason to keep beyond 14 days. It would be near on impossible to delete just the Track and Trace data and not the visitor date so you're left with the option of deleting everything. Anyone come up against this?

 

On the example retention schedule, it shows some of the applicable legislation that requires that data ... To some extent you have to consider the liabilities to the school and the length of time from something occurring and the chance the school will be taken to court over it.