Moving school records is a project about information and responsibility as much as software. Before transferring files, decide what each record means, who maintains it and how the school will know that the new copy is accurate. Use fictional or minimised examples during early evaluation.

What information do we actually need?

List the records required for the workflows you intend to use. Separate current students and staff from archives, duplicates and material that no longer has a clear purpose. Do not move an old spreadsheet simply because it exists.

  • What purpose does each field serve?
  • Who uses it, and how often is it updated?
  • Which fields contain sensitive or restricted information?
  • Which archives need a separate approach?

Who owns each record?

Give each group of records an accountable school owner. The accounts team may own fee balances, while an administrator maintains class assignments. Ownership should include resolving discrepancies and approving a record before it is used.

  • Who can resolve duplicate student records?
  • Who approves a change to a parent contact?
  • Who checks a starting balance?
  • Who signs off the final imported set?

How will we prepare and match the data?

Agree the format and identifier used to match records. A name alone can be ambiguous. Ask how the system handles missing values, date formats, duplicate contacts and students who share a name. Keep the original source available for comparison during the agreed validation period.

  • Which identifiers remain stable when a class changes?
  • What formats does the import accept?
  • How are incomplete rows reported?
  • Can a small sample be validated before the full transfer?

Who should have access after the move?

Create a simple permissions map before issuing accounts. Identify which information each role needs to view or change, and ask the supplier to demonstrate those boundaries. Include staff departure, parent access changes and account recovery in the discussion.

  • Are permissions applied by role, class, school or another boundary?
  • Who approves an export?
  • How can access be withdrawn?
  • Which changes are recorded for review?

How will we check the result?

Do more than count the imported rows. Reconcile totals where relevant, inspect representative records and walk through an end-to-end task. Include exceptions such as a student changing class or a partially paid fee. Record the checks and the person who approved them.

  • Do record counts and key totals agree with the source?
  • Are students linked to the correct class and family?
  • Are dates and balances represented correctly?
  • Can the school correct an identified error?

What needs an agreement before transfer?

Ask for the supplier’s documented arrangements for information processing, retention, support, backups, access and export. Have the school’s responsible advisers review the applicable contractual and legal requirements. This planning guide does not establish which rules apply to a particular institution.

  • Where and by whom is information processed?
  • What happens at the end of the service?
  • What is the incident reporting process?
  • How does the school obtain a usable export?

Take this with you

A successful move is a checked set of useful records with clear owners—not simply a completed upload.

Put the guide to work.

Choose one real school workflow and use these questions in your Cleezo Class demo.

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This is an original practical planning guide, not a statement that every described control is available in Cleezo Class. Confirm product scope with the team and seek appropriate professional advice for your institution’s specific obligations.