Student Records and Assessment Management – If you thought you had a problem!!!
13 May

Student Records and Assessment Management – If you thought you had a problem!!!

Did you know the Niagara Catholic School District in Canada require student files to be kept for 55 years (yes, that’s right 55 years)? Check out this case study from Canada (leveraging secure student record management in Docushare) to learn more.

Here in Australia, each state and legislation differs in retention but a key consistency is the need to keep student assessments for at least a year after the student has completed their final exam. This is a recent change for Queensland under the new Queensland Certificate of Education (QCE) system starting with Year 11 students in 2019. The changes require schools to switch systems hosting student records including student data and records of assessments.

Schools must retain student work used in determining results for internal assessment until the end of Term 1 of the year following a student’s exit from the school. Schools retain this evidence for QCAA quality assurance purposes and must make it available to support school judgments in determining all results reported to the QCAA. The evidence may be required if there is a request for a review or verification of results. (Source: QCAA Feb 2019).

This change in Queensland got us thinking… how can schools use technology to digitise student work in order to hold them as part of their record keeping obligations?

What evidence is needed? Completed student assessment items:

The actual piece(s) of work completed by a student or evidence of that work, including evidence collected for an RPL process. An assessor’s completed marking guide, criteria, and observation checklist for each student may be sufficient where it is not possible to retain the student’s actual work. However, the retained evidence must have enough detail to demonstrate the assessor’s judgement of the student’s performance against the standard required. (Source:

Photos can be kept of finished physical pieces but must be accompanied by the detail of assessments and reports.

So, we recommend using your current multi-function device infrastructure as part of the retention ecosystem, scanning handwritten notes and records and storing them alongside digital photos and reports within your document management system. This ensures a complete record, easily searched and retrieved to remove the time pressures and emotional stress if a review is called.

Visit or call us on 13 14 12 for more information.

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