Long-term retention of records
Secure collection of archives
Safeguarding of files under lock and key
Scanning and digitisation of records
Safe and legal disposal of documentation
Protect.
Preserve.
Manage.
Reassure.
Full “School Closure” Service from SDS
When an independent school closes, the immediate priority is understandably the orderly wind-down of operations, staff arrangements, and financial obligations. The school also needs to ensure that there is no “GDPR” data physically left on site.
However, closure does not remove the school’s continuing responsibilities in respect of their historic records. Former pupils may request records, safeguarding enquiries can arise years later, and insurers or solicitors may need documents decades afterwards.
The difficulty is that once the school is dissolved, there’s often no obvious place those records will live. Many categories of documentation must remain accessible for years – and in some cases decades – after the school has ceased trading. Former pupils, employees, regulators, insurers, and legal representatives may legitimately request access to records long after the final term has ended.
What we do at SDS Valete is become the long-term custodian of those records. We securely preserve them, manage retention, and handle any legitimate enquiries in the future. Our service solution is bespoke to your requirements and therefore we can assist you with the handling of both the paper-based records and the born digital content, too.
By choosing SDS Valete to become custodian of your school’s files and records, the Owners, SLT, Governors and the bursar et al who oversaw the closure can move on with confidence, knowing the records are safe and that no one will be knocking on their door in ten or twenty years asking “where the files went”.
Without a formal custodian, historic records have a habit of becoming the last formal person’s responsibility. Let us relieve you of this burden. We know that no two schools are identical.
The list below is illustrative of the wide range of records that may require secure custodianship following closure. Some schools will hold additional records depending on their history, governance and facilities. SDS works with each school to identify, preserve and manage those records responsibly.
- Pupil Files
- Medical Records
- Safeguarding
- SEN/SEND files
- Admissions
- Asbestos Registers
- Buildings Surveys
- Building Contracts
- Health & Safety
- Maintenace Records
- Digial CPOMS Data
- MIS/SOCS Export
- HR & Personnel
- Governor Minutes
- Financial
- Policies & Procedures
Records Protected by SDS
Vendor Comparison – executive table
SDS is the only organisation offering a full closure solution, digital system, retention automation, SAR support, and Data Controller assumption.
| Criteria | SDS | Scanning Bureau | Storage Company | DIY Trustees |
|---|---|---|---|---|
| Full closure solution | Yes | No | No | No |
| Digital system | Yes | Partial | No | No |
| Physical retention | Yes | No | Yes | No |
| Digitisation | Yes | Yes | No | No |
| Retention automation | Yes | No | Partial | No |
| SAR support | Yes | No | No | No |
| Data Controller assumption | Yes | No | No | No |
| Market knowledge and project understanding | Yes | No | No | No |
| Cost predictability | Yes | No | No | No |
| Trustee risk | Removed | High | High | High |
For the individuals responsible for overseeing closure – typically the Bursar, Governors or Directors – there is therefore an important final question: “Who becomes responsible for the records once the school no longer exists?”
Without a clear custodianship arrangement, the final officers of the school may find themselves in an uncomfortable position years later if records cannot be located when required. SDS ensures that doesn’t happen.
SDS take custodianship of the records so that those responsible for the closure can draw a clear line under their responsibilities. Our role is to make sure the records don’t become someone’s problem ten or twenty years from now.
Our Promises to you
SDS has already helped a number of schools through the difficult journey of school closure. We offer...
A confidential and non-judgemental service, bespoke to you
Secure, long-term custodianship of your records
Legally compliant, managed enquiries
Fair and simple cost with no ongoing fees
Enquiries
If you have any questions or would like to arrange a free no-obligation quote for the storage of your school records, please get in touch using the form, call or e-mail us. Our promises to you:
- Every conversation is treated as confidential.
- There is no obligation to buy.
- No judgements are made about your archives.
- Practical knowlegeable advice is freely given.
SDS Valete is part of the SDS Group of companies. Information about other products and services offered by SDS Group can be found on the web site www.sds-group.co.uk. We will not use your information for marketing purposes, or share it with any third parties, but only to contact you regarding your enquiry. You can read more about our privacy policy here.