General Questions
What happens to our records after the school closes?
SDS becomes the long-term custodian of your school's records, ensuring they remain secure, accessible and professionally managed for as long as they are legally or historically required. This allows those responsible for the closure to conclude their duties knowing future enquiries can still be handled appropriately.
Can SDS look after both paper and digital records?
Yes. We provide secure custodianship for both physical archives and born-digital records, including documents exported from MIS platforms, Microsoft 365, CPOMS, file servers, finance systems and other business applications.
Can you help us decide what needs to be kept?
Absolutely. Every school is different. We can advise on retention requirements, archive policies and which records should be retained, digitised or securely destroyed in accordance with current legislation and best practice.
Custodianship
Does SDS become the Data Controller?
During the transition process SDS may act as a Data Processor on behalf of the school. Where a school has ceased to exist and responsibility transfers under a formal custodianship arrangement, SDS can assume the appropriate legal responsibilities as agreed with the client and documented within the custodianship agreement.
Can records be preserved for several decades?
Yes. Many school records require retention for 25, 35 or even 75 years. SDS has established processes for long-term digital preservation, ensuring records remain accessible as technology evolves through planned storage and media migrations where necessary.
Can archived records be protected from alteration?
Yes. Appropriate safeguards can be applied to archived records to preserve their integrity and ensure they remain protected from unauthorised alteration or premature deletion where required.
Digital Records
What types of digital records can SDS accept?
We regularly work with exports from Microsoft 365, file servers, MIS platforms, CPOMS, finance systems, HR systems, shared drives and other business applications. We can also archive standalone documents, emails, PDFs, images and other electronic records.
How are digital records transferred?
Depending on the size and nature of the archive, records may be transferred securely online or via encrypted physical media. We'll recommend the most appropriate approach for your circumstances.
What preparation is required before transferring records?
Very little. SDS works alongside your team to agree a practical migration plan. Where appropriate we can advise on folder structures, duplicate files and organisation of records, but we are not there to audit or criticise previous records management practices.
Is important file information preserved?
Yes. Wherever possible, original file information such as dates, ownership and other key metadata is preserved throughout the migration process to maintain the integrity of the archive.
Security & GDPR
What happens to our records after the school closes?
Security underpins every aspect of our custodianship service. Digital records are protected using modern encryption technologies during transfer and whilst in storage, while physical records are held within secure archive facilities with controlled access and comprehensive audit trails.
Will our records remain within the UK?
Yes. SDS understands the importance of UK data sovereignty. Where digital records are stored, we work with UK-based infrastructure and ensure data is managed in accordance with UK GDPR and other applicable legislation.
How does SDS support GDPR requests?
Where appropriate, SDS assists with Subject Access Requests, retrieval of archived records and other lawful requests for information. Access is always carefully controlled and handled in accordance with data protection legislation and the school's legal responsibilities.
What if someone requests their records to be deleted?
Every request is assessed against the school's legal retention obligations. In many cases, organisations are required to retain records despite deletion requests where there is a lawful basis for doing so. SDS works with clients to ensure requests are handled appropriately and in accordance with UK GDPR.
Physical Records
Can SDS collect our paper archives?
Yes. We can arrange secure collection of paper records from your premises and transfer them to our archive facilities. Our own trained staff will collect and transfer your records (no third-party couriers). We also offer digitisation and indexing services where appropriate.
Can paper records be digitised?
Yes. Many schools choose to digitise some or all of their archive before long-term storage. SDS can advise on the most suitable approach based on the volume and nature of the records.
Future Access
What happens if someone requests information in ten or twenty years' time?
This is precisely why custodianship exists. Should former pupils, staff, regulators, insurers or legal representatives require access to authorised records, SDS manages the retrieval process and responds in accordance with the agreed custodianship arrangements.
Can archived records be searched easily?
Yes. Where records have been indexed or digitised, authorised searches can be carried out efficiently to locate the required information while maintaining appropriate security and confidentiality.
Pricing
How is the service priced?
Every school's archive is unique, so pricing is based on the volume and format of the records together with the services required. Following an initial assessment, SDS provides a clear, transparent quotation with no hidden surprises. Our aim is to provide a single project cost wherever possible, allowing schools to conclude their financial affairs without ongoing recurring charges.
Retention & Disposal
Retention and disposal decisions are not always straightforward. Different categories of records carry different legal, safeguarding, financial and historical responsibilities. SDS helps schools apply appropriate retention periods, preserve important records and arrange secure disposal where records are no longer required.
How do we know which records need to be retained?
Different types of records are subject to different legal, safeguarding, financial and historical retention requirements. SDS can provide guidance on retention schedules and help schools identify which records should be retained, digitised or securely destroyed.
Can SDS help us create a retention policy?
Yes. SDS can advise on archive and retention policies tailored to your school's records, helping ensure that important documents are preserved appropriately and unnecessary material is not retained longer than required.
Do all records need to be kept permanently?
No. While some records, such as admission registers, governor minutes and historical archives, may warrant permanent preservation, others have defined retention periods ranging from a few years to several decades. SDS helps schools apply appropriate retention guidance to different categories of records.
What happens when a retention period expires?
Where records no longer need to be retained, SDS can arrange secure and confidential disposal in accordance with agreed retention schedules and relevant legislation. Disposal activities can be documented to provide an audit trail where required.
What if we are unsure whether a record should be kept?
This is very common, particularly where records span many decades or where documentation practices have changed over time. SDS can help assess records and advise on appropriate retention periods and archival value.
Can digital records be deleted selectively?
Yes. Digital archives can be managed in accordance with agreed retention policies, allowing individual categories of records to be retained or securely deleted when appropriate and legally permissible.
How are records securely destroyed?
Where records no longer require retention, SDS can arrange secure confidential destruction of both paper and digital records. This process can include certification of destruction and maintenance of appropriate audit records.
Can SDS help identify records of historical importance?
Yes. In addition to legal and safeguarding requirements, many schools hold records of significant historical value. SDS can assist in identifying material that may warrant permanent preservation as part of the school's legacy. We've years of experience digitally preserving historical archives.
Are we expected to know all the retention rules before speaking to SDS?
Not at all. Schools often hold records accumulated over many decades, and it is entirely normal to be uncertain about retention requirements. SDS works alongside schools to provide practical guidance and help establish an appropriate approach.