Management Information Sheet

Transfer of Pupil Records

MI Sheet TypeInformation
MI Number:95/18
Publication Date:22/06/2018 12:00:00
LA Contact:Allison Everitt (01603 222673)
Audience:Headteachers and Office Staff

Transfer of Pupil Records

At this time of year we find that there is an increase in the number of pupil records that are sent in from schools. We would like to remind schools that pupil records should be transferred electronically wherever possible.

MI 88/18 provides the relevant information that you need to be able to do this to meet statutory requirements. By utilising these electronic means of transferring records, ensures the security of the data that is being sent, which is critical to protect the identities of our children. For information that cannot be sent via this process, wherever possible schools should transfer the information by other electronic means, such as secure email.

Manual records which cannot be scanned/emailed or transported locally and have to be sent via the Schools Courier must be securely packaged as where they are not it will obviously be in breach of the Data Protection Act and could present a risk to those children. It is important that the name and parish of the school the records need to go to are clearly marked in the centre of the envelope, with the sending school name and parish in the top left of the envelope. Please DO NOT put any identifiable pupil data on the envelope.

Please note that any non-confidential items and things such as sports kits and paintings are not be sent using the schools courier - schools need to make alternative arrangements to have these items passed on if it is deemed necessary.