Schools are finally returning after what is probably one of the longest periods of time away ever and now is the perfect time to think about records management. Along with all the usual student data there is also a whole host of new records that must be kept to ensure staff and students are being safeguarded. Data Security is of paramount importance, especially in schools, to help you prepare we’ve gone through some of the basics below.
Whilst it’s not guaranteed, the likelihood is that contact tracing of some description will be implemented in schools to keep students, families, and teachers safe. The ICO recommends taking five steps to ensure data protection and contact tracing can live together harmoniously – asking only for what’s needed, being clear about how the information will be used, carefully storing it, not using it for other purposes, and erasing it in line with government guidelines. By following these steps you can be sure you’re protecting students’ and teachers’ data and wellbeing without needing to compromise on either.
All schools are required to carry out an up to date risk assessment to show that the additional risks have been considered. They should also show additional measures being put in place to allow the school to return to full capacity. Everything from how social distancing will be implemented to regularity of hand-washing should be included. Don’t forget, risk assessments should be kept for as long as they are relevant and updated regularly. More information can be found on the HSE website.
As usual schools will need to keep records of staff and student absences with a new code being introduced for absences relating to COVID-19. There are special circumstances in which the new code should be used including: students self-isolating because they or a member of their family has symptoms or a confirmed case of COVID-19, students self-isolating because they have been in close contact with someone who has symptoms or a confirmed case of COVID-19, students self-isolating due to legislation regarding quarantine (for example if they have been to a place that requires quarantine upon returning), or clinically vulnerable students where a local lockdown has been introduced. As usual students’ records should be kept for a minimum of three years. Offsite storage is the perfect way to make sure your records are kept secure and safe with the added benefit of maintaining a minimalistic office. All the boxes in our facility have end to end barcode tracking to give you peace of mind and allow for easy access when needed.
Parents and students are able to carry out Subject Access Requests (SAR) to find out what personal data is being held about them. Schools should do everything to ensure records being held are accurate and easily accessible should a request come in. It’s good practice to ask parents to update their information at the start of a new school year. If your records are being stored by us our Client Portal is the perfect way to access documents safely and quickly. When the SAR arrives, simply make the request to us via the Portal, we find the relevant documents and either arrange a delivery at a time to suit you or upload a scanned copy to the portal for you to access at your leisure.
How can Archive-Vault help? We’re glad you asked. There are lots of ways we can support schools with managing their records effectively. Our client portal is just one way to manage your documents without the hassle of having filing cabinets cluttering up the school office. With end-to-end barcode tracking, the ability to categorise documents in a fully personalised system, and secure social-distanced deliveries; managing your documents couldn’t be simpler.
If you’d like to find out how our client portal or other services can help you manage your schools’ records get in touch on 01603 720722 or info@archive-vault.co.uk.
