Keeping ex-students work

[Pumaedition]

just a quick one really...I have searched for a while, but can't find an answer.

 

How long do you keep ex-students work for? I am eager to delete last year's year 11's work to free up 40gb of space on the server!

 

Answers please!!

[BatchFile]

usually 2 or 3 years - I have a linux box made of spare parts sat in the corner for the purpose of dumping that kind of stuff to

[daveyboy]

Kept for 5 years off site in secure storage.

Wiped from production servers - the day after the summer hols start - along with their email accounts.

[Hightower]

We still have last years year 11 work sat on the server, but we plan to remove it after Xmas. We burn the data to however many DVD's it takes and then keep in the filing cabinet for future, but usually we say if it isn't needed after a year then it goes.

[Gibson335]

Ours is usally deleted after a term, or once we can confirm that leavers have actually left. In 15 years I've never had a student ask for work after they've left. Never been asked to keep the data, either.

[browolf]

I've got a 2tb raided to 1tb linkstation to keep old work on. there are inevitably some y13s who come back and repeat the year so its good to have it accessible.

[BatchFile]

Ours is usally deleted after a term, or once we can confirm that leavers have actually left. In 15 years I've never had a student ask for work after they've left. Never been asked to keep the data, either.

 

Unusually, I've needed it twice this year. Once for a student who came back to do some re-sits as an external candidate (for a reason that escapes me, but it happened:o) the other was a up the previous tech had made when a year 7 student asked for her password to be reset and he acutally gave her the username and password of a similarly named older child who'd left early to another school, meaning we had a kid in year 8 with a filestore with the year 11s that just left:rolleyes:, saying "where's all my work"

[Gibson335]

At a push we could go back a year because we do an end of year data backup tape, so it's a fall-back option if needed.

[KWestos]

We purchase external hard drives. Once the pupil leaves, everything goes on to it, label it and into the safe. Repeat for every year group at the end of July - dead easy.

 

Then when they come back in in the Summer (for college reasons), just connect and away you go.

 

That's my advice.

 

Oh, and to your original question, I think it's 5 years!

Edited November 30, 2009 by KWestos

[Arcath]

i keep the old year 6 folders for a year, and delete it when i migrate the folders the next year

[smadison]

7 years and if they are SEN until they are 30 years of age is the requirement. I copy everything to DVD and tape. They are then given to the SIMS Manager and locked in a fire proof safe.

[Gibson335]

7 years and if they are SEN until they are 30 years of age is the requirement. I copy everything to DVD and tape. They are then given to the SIMS Manager and locked in a fire proof safe.

 

You say it's a 'requirement'. Who requires data to be kept that long? Just wondering if that's a local thing or a national one.

 

Cheers.

[Izitso]

At a push we could go back a year because we do an end of year data backup tape, so it's a fall-back option if needed.

 

Hi,

 

I work in audio/film production (but also education) and get rid of all work after one year then I upload to our storage online and keep infinitely and there are some serious big:eek:vfiles.

 

I have some GCSE and A level work going back 8 years because you never know one those little darlings:troll: may become famous

and I am sure the public would love to hear where it all started!!!

 

Not that I would ever put it on line of course!!!!

 

Best,

 

Izitso

 

:evil_twisted::evil_twisted::evil_twisted:

[Potato-Peeler]

Copy to DVD's then delete off server

[pete]

Homefolders get compressed with 7zip and archived to the backup server on the evening they leave, then archived to DVD when we get time.

 

We usually keep the work for 2-3 years, especially when kids do gap years and need some schoolwork to show universities.

[elsiegee40]

This is from Teachernet: Retention guidance for schools

 

It mentions many documents to do with pupil records... but no retention is mentioned for pupil's work either on paper or in books. So I can only assume that for this, retention is down to individual school's or LA policy.

[Sylv3r]

Copy to DVD's then delete off server

 

DVD or NAS but agree with the above.

[smadison]

Must be the LA

[smadison]

This may be of use

 

... Ethnic origin [although this is “sensitive” data under the Data Protection Act ... Transferring the pupil record to the secondary school ... retained on the school premises until their statutory retention period is reached. ... be made against an organisation by minor for up to 7 years from their 18th birthday. ...

 

Link

[cookie_monster]

This is from Teachernet: Retention guidance for schools

 

It mentions many documents to do with pupil records... but no retention is mentioned for pupil's work either on paper or in books. So I can only assume that for this, retention is down to individual school's or LA policy.

 

 

I was about to post that document. It says at one point (page 18) 'Pupil Work' Current year + 1 Year.

 

We run an end of year backup to tape and have a copy on an external hard drive, it really doesn't cost much and covers your back nicely.

[sidewinder]

External hard disk, put in fire safe. Think we've got a few years worth of leavers actually but have never been required to go back longer than a year

[AngryTechnician]

This is from Teachernet: Retention guidance for schools

Was just looking at this again today when I realised it's not the most up-to-date version. A newer version can be found on the publisher's website: RM Toolkit for Schools - May 2008 | Records Management Society

[mjs_mjs]

I copy all work onto DVD's, then move all the original files into a NAS (will soon be moving that onto an x-raid.) We'll will be keeping the work for ever. (HDD space is cheap, as are DVD's and storing 100's of DVD cases is simple providing they are numbered and archived correctly.

 

Staff, students and all other files are treated the same.

[cookie_monster]

I copy all work onto DVD's, then move all the original files into a NAS (will soon be moving that onto an x-raid.) We'll will be keeping the work for ever. (HDD space is cheap, as are DVD's and storing 100's of DVD cases is simple providing they are numbered and archived correctly.

 

Staff, students and all other files are treated the same.

 

 

 

Yep I don't think 1 LTO tape and an external HD is too much cost for this job we do that every year. For less than £100 we have complete piece of mind and we free up all that storage for current users.

[enjay]

I move leavers elsewhere on the network, and then archive to DVD in October (by which point, it should be clear who has actually left, as some Y11s leave and then come back). I keep these DVDs, but only because I've never thrown them away.

 

I've seen the above links regarding maximum duration for which stuff can be kept, but never seen a minimum, so I'm fairly sure it is at the school's discretion.

 

All that said and done, I've never been asked to recover anything more than a year old...