In this guide we’ll look at what Data Archiving is and how you can run the process.
Access: The minimum permissions required to access Data Archiving can be found in the Setup module from within Config > Setup > Roles & Permissions.
See Also: How to Create a Quick Report
Important Notes:
- Before performing Data Archiving please first confirm with your GDPR officer that they are happy for you to complete this process, and that you are archiving the correct data. This process is Irreversible so it is important that you are certain you are Archiving the correct data prior to following the steps in this guide.
- Running the Data Archiving process will cause significant performance issues for anybody who is using your schools site whilst the process is running. So, it is recommended that you run this process on a day when users do not require access to Bromcom.
Data Archiving is usually used as a form of housekeeping to streamline the data you are actively holding in your Bromcom site. This process will archive the information stored against the oldest Academic Year in the system. Data concerning Attendance, Assessment Results, Behaviour Events, and Exam Results will be moved into the Archive Tables meaning that they cannot be accessed from the system other than through the Archived Data Reporting Domains. All other data relating to the selected Academic Year will be permanently removed, this process is Irreversible. Archived data cannot be Deleted.
Note: If you are just looking to remove Student Data under their Right to Be Forgotten, do not use the Data Archiving process, instead you can do this using the Right to Be Forgotten process by going to the Student List Page, selecting the Student (or Students) by clicking on them once to highlight them, then selecting Actions > Right to be Forgotten Process.
To access Data Archiving go to Modules > Setup > Data Archiving.
On the left you will see a table showing which Academic Years have already been archived.
On the right you have the option to run the process for the Oldest Academic Year that has not yet been archived.
It is important that you read the information on the page carefully as once the information has been archived, it cannot be undone.
Once you’re ready, enter your password and select Archive now.
You will receive the following confirmation message, click Proceed.
Once the process has completed you will receive a notification in the top right hand corner.
When you go back into Modules > Setup > Data Archiving you will see the Archived year appearing in the table on the left hand side.
You can Report on your Archived Data by going to Reports > Quick Report > Quick Report and then selecting the relevant Archived Data Domain from the Domain dropdown. See also: How to Create a Quick Report
