secure storage for confidential pupil data

[mrstrong]

Hi,

 

been asked about this. Basically a few select staff need somewhere secure to store confidential

pupil documents (will be kept for 25 years!).

 

Thought of just a folder on a file server with appropriate permissions. But then you have to worry about backups

and ransomware etc.

 

So then thought maybe just create a new office 365 or google account and use a shared Onedrive / Googledrive folder

 

How would you do it ?

[Steve21]

Do you mean 25 years? If it's the normal CP records isn't it until "they" are 25 (from DOB)?

 

If so, why not just in SIMs (insert other MIS) under attached files etc

 

Steve

[synaesthesia]

your MIS database, for example SIMS document server? For that exact purpose.

[mavhc]

SIMS won't work in 25 years.

 

Put them in an encrypted folder, put the recovery key in multiple safes.

[paulkerton]

I'd archive them off, encrypted to another format, and then keep that safe and secure in a dark, dry safe to protect it from degredation.

You don't want them staying on a server, suscpetible to data loss, attack and just clogging up space.

https://www.amazon.co.uk/Years-Archival-Blu-Ray-Panasonic-Bluray/dp/B00EUO4VR0

[TwistedHelixis]

I assume a safe counts as secure, you could just bung everything onto a few USB HDDs (same data on more than one) and keep them in the safe. Why encrypt them, if someone in 25 years needs the info they will probably not have the decrypt key

 

You could also keep the data in 365 or G Suite.

[psydii]

Put them in Office 365 with AIP and data retention policies?

[mrstrong]

I think the driver is they have loads of paper documents taking up space, so they want to scan them to

say pdf and store them securely "somewhere" for a long time.

 

Maybe teacher confused like you say probably when kids reach 25, still

we don't use sims anymore plus will sims / any current MIS even exist in say 20 years !?

[FN-GM]

any current MIS even exist in say 20 years !?

 

If you change MIS surely you would migrate the data over to the new platform?

[slugshead]

Less hassle to look at your retention schedules and say that you will only keep student data for the duration of their stay at your school.

 

To summarise the legal requirements, Article 5 (e) of the GDPR states personal data shall be kept for no longer than is necessary for the purposes for which it is being processed

[mavhc]

But other legal requirements override GDPR

[Boredguy]

Less hassle to look at your retention schedules and say that you will only keep student data for the duration of their stay at your school.

 

To summarise the legal requirements, Article 5 (e) of the GDPR states personal data shall be kept for no longer than is necessary for the purposes for which it is being processed

According to https://www.accessrecordsmanagement.co.uk/record-keeping-in-schools/, there is several factors when records need to be kept for 25 years, but that would either be via your MIS system as that information is typical migrated if you move platforms, or via paper format which is still likely to be the best future proof format. Yes it does mean maybe having a store cupboard with half a dozen or so secure filing cabinets.

 

Other option would be to store it on CD/DVD as again likely to have better long term life than on a USB flash drive, and kept securely in a safe.

But thats just my thoughts.

[FN-GM]

According to Other option would be to store it on CD/DVD as again likely to have better long term life than on a USB flash drive, and kept securely in a safe.

 

I haven’t seen a CD drive in a computer in years and this is the early days. Later down the track it might become an issue to read that data.

[DrBeaker]

I haven’t seen a CD drive in a computer in years and this is the early days. Later down the track it might become an issue to read that data.

This problem of data obsolescence is becoming more and more of an issue.

 

What happens if the cloud provider goes bust? I've had the situation where we got rid of the zip drive, but later found a bunch of zip disks so we had nothing to read the data on.

 

USB drive sticks only have a 10 year retention I I remember correctly.

 

What about bit rot?

[mavhc]

you put a laptop in the safe too when you get rid of the last ones with CD drives

 

In the https://en.wikipedia.org/wiki/Crypt_of_Civilization (to be opened 8133 AD) they put microfilm reader in, and a generator powered by a windmill, and a magnifying glass if all else failed

 

You're updating this every year though, so every year just copy the old files onto new media as well as the new files.

[FN-GM]

you put a laptop in the safe too when you get rid of the last ones with CD drives

 

Then you could have issues getting the data off the laptop onto a modern device. Maybe the laptop will fail in storage.

 

Not trying to be awkward just thinking what if.

 

I think that’s why it’s good to keep the data on a live system that is continually being supported and upgraded.

[DrBeaker]

Then you could have issues getting the data off the laptop onto a modern device. Maybe the laptop will fail in storage.

 

Not trying to be awkward just thinking what if.

 

I think that’s why it’s good to keep the data on a live system that is continually being supported and upgraded.

 

This brings into the discussion of offline systems, air-gapped systems etc. Especially more prevalent with the recent ransomware news with the UK universities, Garmin etc.

[mavhc]

Why not both?

[paulkerton]

I haven’t seen a CD drive in a computer in years and this is the early days. Later down the track it might become an issue to read that data.

I can still buy a USB floppy disk drive. If I'm storing data on a CD/DVD/Blu Ray, then I'm going to not only store that data in a safe, I'm going to have a disc drive in there too.

[FN-GM]

I can still buy a USB floppy disk drive. If I'm storing data on a CD/DVD/Blu Ray, then I'm going to not only store that data in a safe, I'm going to have a disc drive in there too.

 

Its hard to tell what will happen in the future. One day 15 years time someone might want to review the data to find it doesn't work on their computer. Maybe a driver issues or a computer with out USB etc. Who knows what will happen.

[paulkerton]

Its hard to tell what will happen in the future. One day 15 years time someone might want to review the data to find it doesn't work on their computer. Maybe a driver issues or a computer with out USB etc. Who knows what will happen.

True, but leaving it on a live system is probably the single worst thing you could possibly do.

[paulkerton]

Its hard to tell what will happen in the future. One day 15 years time someone might want to review the data to find it doesn't work on their computer. Maybe a driver issues or a computer with out USB etc. Who knows what will happen.

Absolutely, but without hesitation I'd say leaving it on live servers is a really, really poor idea. Live servers are for live content, not archival.

[DrBeaker]

Was either on here or somewhere else I read that someone tried a script that backed up the data, then disconnected the network card.

Interesting approach.

[FN-GM]

Why is it bad to leave it on a live server? Do you guys have lots of data loss? Surely love production networks are constantly maintained, with backup system etc. Data can be accessed as a drop of a hat without any dramas.

 

Not trying to be awkward just genuinely wondering.

Edited July 27, 2020 by FN-GM

[FN-GM]

Was either on here or somewhere else I read that someone tried a script that backed up the data, then disconnected the network card.

Interesting approach.

 

If you find this again I would be keen to see this.