Archive or pseudonymise a student record
Difference between archiving and pseudonymising
| Action | Effect | Data |
|---|---|---|
| Archive | The student’s status becomes Archived and they no longer appear in active lists | All data is kept and can be found via the Status filter |
| Pseudonymise | GDPR action (right to erasure, Art. 17) | Identifying fields are replaced with a pseudonym; grades and report cards are kept in anonymised form |
There is no permanent deletion of a student record: GDPR compliance is handled through pseudonymisation, not by erasing the records.
Archive a student
- Open the student’s record.
- Click Edit record.
- Change the Status field to Archived.
- Save.
The student disappears from the default active lists. To find them again, use the Status = Archived filter in the student list — there is no separate “Archives” page.
Automated annual archiving
An automated archiving process exists for students who left long ago: in Administration -> Archiving & GDPR, the Annual archiving of departed students section automatically archives students who graduated, transferred, or were struck off more than 5 years ago. Click Run archiving to trigger the process; the last run date is displayed.
Pseudonymise a record (right to erasure, Art. 17)
Pseudonymisation is reserved for cases where a family makes a formal GDPR erasure request.
- Go to Administration -> Archiving & GDPR.
- In the Pseudonymisation section, enter the student’s ID. The student must already have the Archived status, otherwise the operation fails.
- Click Pseudonymise and confirm.
This action is irreversible. Identifying personal data is replaced with a pseudonym. The associated grades, report cards and history are kept, but anonymised.
The same page also lets you export a student’s personal data as JSON (right to data portability, Art. 20).