Secure Custodianship of School Records Following Closure

Ensuring Legal, Safeguarding and Historical Responsibilities are Properly Discharged

Closing a school ends its operations, but it does not end its responsibilities. Former pupils, safeguarding authorities, insurers and legal representatives may still require access to records many years after closure. Let SDS become the long-term custodian of your school’s records, allowing those responsible for closure to conclude their duties with complete confidence.

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  • Protect.

  • Preserve.

  • Manage.

  • Reassure.

Long-term retention of records

Physical storage options of files for the short, long-term or in perpetuity

Personal secure collection of archives

No third-parties or couriers – our qualified staff collect the archives

Safeguarding of files under lock and key

Documents are re-boxed for long-term storage in a secure location

Scanning and digitisation of records

We can create an optional digital back-up of any documentation

Safe and legal disposal of documentation

Certified shredding and destruction of data at the end of tenure

Records we protect

Without a formal custodian, historic records have a habit of becoming the last formal person’s responsibility. Let us relieve you of this burden...

* Typical necessary retention times

When a school closes, who looks after its legal responsibilities?

When the gates finally close for the last time, those responsible should be able to walk away knowing the school’s records remain safe, accessible and professionally managed for decades to come. SDS provides the answer.

The School Closes

Following a free, no obligation consultation, SDS takes custody of all the school documentation, digitising records where necessary to preserve pertinent information

SDS Becomes Custodian

Your old school records are securely stored with SDS. SDS becomes the official GDPR Data Controller for the records, and we take legal responsibility for any further enquiries or information requests

1 Year later

A former employee makes a “subject access request” for old employee records which is dealt with by SDS

8 Years later

An enquiry is made on insurance policies the school had whilst open

17 Years later

A safeguarding “subject access request” is submitted following an historic investigation

24 Years later

A former pupil makes contact with SDS to make a “subject access request” for information regarding a safeguarding issue contained within the school records

Why schools choose SDS

We are not here to criticise your records management. We work with whatever records exist today. Our role is to protect them, and not to audit past practices.

  • Independent specialists
  • Secure storage
  • Confidential
  • Non-judgemental
  • Paper and Digital archiving
  • Long-term custodianship
  • Managed enquiries
  • Simple one-off project pricing
  • No ongoing subscriptions or hidden future costs

Need help planning closure?

SDS also provides professional closure consultancy.

  • Risk Registers
  • Closure Planning
  • Compliance
  • Operational Support
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Why shcools choose SDS as a custodian of their files and records
As a fomer bursar or governor of a closed school, you needn’t be lumbered with the responsibility of looking after boxes of files for years in your basement or garage. Unburden yourself and allow SDS to take care of your long-term documentation secure storage requirements...

When the gates finally close...

  • Trustees
  • Directors
  • Bursars
  • Governors
  • Administrators
  • Liquidators

...your responsibilities don't have to remain open.

Ready to discuss your school’s closure?

  • Every conversation is confidential.
  • No obligation.
  • No judgement.
  • Just practical advice.

SDS Secure Document Storage is a service provided by the SDS Group of companies. Information about other products and services offered by SDS Group can be found on the web site www.sds-group.co.uk. We will not use your information for marketing purposes, or share it with any third parties, but only to contact you regarding your enquiry. You can read more about our privacy policy here.

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