There is now only a matter of days until the new data protection laws, the General Data Protection Regulations (GDPR) go live in the UK on Friday 25th May. With this date in mind, work continues at pace to provide SIMS users with functionality and tools to help achieve compliance with the new regulations.
In this blog, we’ll take a look at one particular piece of functionality that we’ve recently added to SIMS, which is designed to support schools with a task that we regularly receive requests to facilitate, namely bulk deletion of data.
Principle 5 of the existing Data Protection Act and the forthcoming GDPR legislation are in place to ensure that: “Personal data processed for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes” and “collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes.” (Taken from the ICO website).
Long-standing historical data
Schools have been recording data in SIMS for many years, in some cases decades! There are lots of recommendations on how long a school should retain data on students and it is not for Capita to offer legal advice on any retention policy, but we do have to make sure schools can manage their data in line with the policy they have set.
This coming summer we are introducing better functionality to make this process easier and more efficient for schools. A school might have decided that 8 years after a student has left the school they wish to delete their conduct information.
New functionality that we are currently adding to SIMS will allow for this process to be carried out in bulk, i.e. allow them to delete this data for all students in one go who meet the selection criteria. Existing customers of SIMS can access additional information on this functionality on the customer support site, MyAccount.
So far, feedback from customers who have reviewed this change has been very positive:
“This looks like a very useful tool that is simple to use. Thank you!”
“I think this is a much-needed solution and cannot wait for summer - I have been working here for 17yrs and have never deleted any leavers so you can imagine how big our database is! I am still struggling to find out how long we should retain data for but at least once that decision has been made I will have the tools to carry it out.”
“This looks as if it will be really helpful.”
Although GDPR comes into place in May, we are committed to continuing to make improvements with our software throughout 2018. We are currently consulting with customers about our development plans for the autumn release. It’s a good idea to review all our GDPR information on our dedicated Hot Topic on MyAccount.
Top Tip: Open the GDPR Hot Topic and click on ‘Watch Hot Topic’ to be notified when updates are made.
You can also find more helpful information on the GDPR page of our website.