SIMS Archive Data Reports
URGENT: This routine will only be available for schools on our Hosted platform until 31st March 2025
All schools should have a policy in place which defines how pupil data will be held and when that information will be confidentially destroyed in compliance with the terms of the UK General Data Protection Regulation (UK GDPR) and the Freedom of Information Act 2000. We have created a series of reports which will assist you in gathering archive data for pupils who’ve left the school that might fall out of the standard data migration scope but still be relevant to keep as it is covered by the regulations and/or your own internal policy. These reports are not designed to be the perfect solution, they are entirely customisable and we recommend you do so to suit your requirements if needed.
There are four reports in total, these reports are:
SEN Export Report
This report includes all of the SEN Data for leavers who had a SEN Status of SEN Support. It won’t include any documents attached to the record, but may reference documents, including the dates they were attached, and who they were attached by.
EHCP Export Report
This report contains EHCP data for Pupils with the SEN Status of EHCP. Like the SEN report it won’t include any documents attached to the record, but may reference documents, including the dates they were attached, and who they were attached by.
Behaviour Export
This contains all behaviour information recorded in SIMS for leavers.
Pupil Record export
This contains the bulk of the information kept in SIMS for leavers.
Where mentioned above, leavers are defined as those students on your MIS system who left before the seven year inclusion data retention policy offered by MIS providers, who are under 31 years of age.
Please use the link below to download the reports:
Step 1 – Download and unzip the report file by right clicking on the file and extracting in Windows Explorer or File Manager for Hosted platform schools.
Step 2 – Login to SIMS and browse to Reports > Import.
Step 3 – In the Import screen browse to the location of the unzipped reports and select the exported file (there is only one). Click the Open button to close the browse window, then click the Import button in the bottom right of the window to import the report into SIMS.
Step 4 – Once the four reports all show as Imported close the import screen. The reports will be located under Reports > Run Reports > Focus > Student and will appear under the same names that appeared when on the import screen.
Step 5 – By default, the reports will open in an Excel, from there you’ll be able to choose a suitable save location for the Excel sheet. Due to the scope of data these reports have, it’s best to run them during quieter moments in the day, such as before and after school. If you’re a large school, it may be worthwhile using the scheduled report feature.
If you’re interested in scheduling the reports or require any assistance, please contact the Scomis Service Desk.