Backups, deleted records and data retention

This article covers what you can see and do when records are removed, and how to avoid losing history in the first place. Questions about backups and how long data is kept are answered by support, because those arrangements are not shown on screen.

Before you start

• Deleting usually needs a delete permission in that module. Many roles can view and edit but not delete.
• Some deletions are only allowed on the day a record was made, or while it is still open. If the delete option is missing or refused, that is often why.

If you do not see this option, it may not be included in your plan or your role may not have permission; ask your administrator.

Steps

Keep history instead of deleting people

When a student or staff member leaves, mark them as left rather than deleting them. Their records stay available for certificates, fee history and reports.

1. Students who have left are listed under Old Students in the students menu.
2. Former students marked as alumni are listed under Alumni. Click Restore on a row to bring that student back to the active list.
3. Staff who have left are listed under Old Staff in the staff menu.

Check what was removed in fees

1. Open a student's fee history log from the fee module.
2. Deleted fee records and deleted collection records are shown separately, so you can see that a slip or payment was removed rather than it silently disappearing.

See who changed what

1. As the administrator, go to Team Management > Activity Log.
2. Look for the record or the user to see the recorded actions.

Ask about a lost record, backups or retention

1. Open Helpdesk and click Create New Ticket. Say what was removed, roughly when, and by whom if you know.
2. If you need backup or retention details for a policy, an inspection or a procurement review, ask support for the current arrangements in the same way.

Good to know

• There is no general recycle bin on screen. On most screens, you cannot bring a deleted record back yourself. Contact support as soon as possible if something was deleted by mistake.
• Some screens refuse to delete a record that other records depend on, such as a fee head that has payments against it. That protects your history.
• Take a spreadsheet export of the key reports before any large clean-up, so you hold your own copy.
• Give delete permission only to the few people who need it.

Common questions

How often are backups taken, and how long are they kept?

Ask support for the current backup and retention arrangements.

What happens to our records if we stop using the service?

Raise this with support before your subscription ends, so you can arrange a copy of your records in good time.

For an overview, see Security.