Archiving Exited Students

[Olivia Woodruff]

Happy New Year to everyone!

I wanted to ask a question in regards to archiving and filing and would love to know how other schools do this.

Currently, our process is this: Once a student has exited, the registrar office awaits to receive hard-copy files from the section the student was last in (Primary or Secondary). If a student has a learning support file, we await to receive that then too. We then combine these files with our administrative files (enrolment, medical and interview notes) to scan and then archive electronically. Essentially, we could have up to 3 sources we are receiving files from for the one student.

Would love to hear other schools’ take on the below questions:
Who is responsible for archiving student files once a student has exited?
How is this done? Do you get given hard-copy files to scan, or is it a scanned PDF when given to you?
When is this done? As soon as the student has exited, or at the end of the year?

I want to better our school’s processes and would love to know what works for you :)

Thanks in advance for your responses!

[Author]

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