Protecting Your School's Most Valuable Asset

Student records are the backbone of school operations. Here are mistakes to avoid:

1. No Backup System

Relying on a single copy of records is dangerous. What happens if that notebook is lost or that computer crashes?

2. Inconsistent Data Entry

When different staff use different formats, finding information becomes nearly impossible.

3. Mixing Current and Past Students

Keep clear separation between active and graduated students for easier management.

4. Poor Access Control

Too many people with access increases the risk of data breaches or accidental deletions.

5. No Data Verification

Regularly verify parent contact information, addresses, and emergency contacts.

6. Ignoring Data Protection Laws

NDPR compliance isn't optional - it's required.

7. Inadequate Storage

Physical records need proper filing systems. Digital records need secure servers.

8. No Disaster Recovery Plan

What's your plan if records are destroyed by fire, flood, or other disasters?

9. Manual Processes Only

In 2024, purely manual record-keeping is inefficient and error-prone.

10. Not Involving Parents

Parents should be able to review and update their child's information.

Best Practices

• Implement a proper record management system
• Train all staff on data handling procedures
• Regular backups (multiple locations)
• Annual data audits
• Clear retention policies
• Secure disposal of outdated records

Conclusion

Your student records deserve better than scattered notebooks and outdated spreadsheets. Invest in proper systems and procedures.