That sounds like a great plan. I cant think of a more effective way to maintain records.
Generally speaking, online storage requires the same protection as hard copy - protection against risk of fire, flood, etc. damange, with appropriate security measures. Of course, online security has different challenges than physical storage but, the same concepts apply. Just as you lock storage areas/filing cabinets, you must "lock" the access to online records accordingly. Hackers are certainly a risk and most institutions require sophisticated firewalls and password blocks to manage the risk of such breaches.
I'm not sure about the standards, but to answer the question of redundancy, we have our records stored electronically and then do a backup each day and have the backup taken off site in case of fire, etc.
I was just thinking the same thing. I am sure that there have to be some set of criteria that must be followed to secure the data. Especially with so many schools moving to this mode of storage.
Are there standards that relate to the security of on-line storage? There has been a lot on the news lately of the ability of hackers to get into confidential information from remote locations.
Does on-line storage need to be redundant -- stored at two different locations in case of fire or other damage?
Maureen - Very true. And, as schools tend to grow with multiple locations, physical file storage does not support the needs of individuals at various locations needing to see the student's file. Online storage is a good solution for multiple locations as well.
Online storage takes up far less space and can actually be accessed much quicker than physical files, as the size of a school grows larger (especially well established older institutions).
Excellent suggestion. More and more institutions are moving to electronic storage as a primary and/or back up means to their data. Regulators embrace this solution, providing the online storage still has safeguards and that the records are easily accessed as needed.
Hi Julio,
From what I read in the guidlines of accreditation all records must be kept safe from fire, theft or any type of destruction. It can become very expensive to buy as many fire proof safes to hold all of your records. I would recommend on-line storage, it safe and easy to access.
Some accrediting bodies do, in fact, require this safety precaution for former as well as current students. My understanding of ACCSCT standards is that the transcript is considered the most "critical" compilation of student information and therefore, requires that transcripts of all former students also be maintained in a manner safe from damage or loss. There are also specifications for what information must be included as part of the transcript. Additionally, some states have requirements that may be stricter than the accrediting body.
