Backups, restore & data retention
A school system holds irreplaceable records — grades, transcripts, fee history, children's personal data. Reliable backups, a tested restore and a clear retention policy are non-negotiable. This page sets all three up.
What a backup contains
A full EduPrime backup is two parts: the database (all records) and the filestore (uploaded documents, photos and attachments). A backup is only complete if it includes both — a database without its filestore loses every file.
Backup schedule
Set up automatic backups so they happen without anyone remembering.
| Backup | Frequency | Keep for |
|---|---|---|
| Daily automated | Every night | 30 days rolling |
| Weekly | End of each week | 3 months |
| Monthly / term archive | Month end & term end | Several years (retention policy) |
| Off-site copy | At least daily | Separate location/provider |
Taking a manual backup
- Open the platform's database manager.
- Choose Backup next to the database.
- Select the full format (database and filestore).
- Download the file and store it according to the schedule above.
Restoring — and testing it
An untested backup is a guess. Test restores regularly.
- In the database manager, choose Restore.
- Upload a recent backup file and give the restored copy a new name (for example
restore-test). - Sign in and spot-check students, fees and a few documents to confirm completeness.
- Delete the test copy when satisfied.
Data retention & archiving leavers
Hold personal data only as long as you have a lawful reason to. Define a retention policy aligned to your data-protection obligations (ODPC / Kenya DPA, GDPR, POPIA, NDPR — see Compliance).
- Active learners — retained while enrolled.
- Leavers/alumni — archived (deactivated, not deleted) so transcripts and certificates remain issuable.
- Applicants who never enrolled — purge after the stated period unless they consent to be kept.
Archive leavers rather than deleting them: it preserves the academic record while removing them from day-to-day lists and reports.