Solutions · Education

Every pupil's file kept to the right birthday

Schools and trusts keep pupil, SEND and safeguarding records long after a child leaves. XeresDocs counts each one from the date that matters and keeps it in the trust's own storage.

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PDF EHC plan – annual review 2026.pdfOakfield Primary · SEND · Pupil record

Retention: To the pupil's 31st birthday
Counted from: Date of birth, read from the record
Stored in: yourtrust.blob.core.windows.net/send
Access: The school's SENCo and the trust's SEND lead

What schools and trusts need

One trust, many schools, one set of rules

Retention counted from a birthday. A record type can count from a date on the record itself, so a pupil file is held to the right birthday without anybody working it out.
Each school sees its own pupils. Access is granted by school and by team, and the trust can see across all of them where it needs to.
Safeguarding records protected. Child protection files can be restricted to designated leads and locked in storage until their date.
Files follow a pupil who moves. Hand a record to another school in the trust and its history and retention go with it.
Microsoft 365 sign-in. Staff use the accounts they already have, with multi-factor authentication required by default.
Storage on your existing agreement. Files sit in the trust's own Azure or AWS account, under the education pricing you already have.

Starting structure

Retention from the schools toolkit, ready to adjust

Department	Service area	Record type	Retention
Each school	Pupil files	Pupil record	To the 25th birthday
Each school	SEND	SEND record	To the 31st birthday
Each school	Safeguarding	Child protection file	To the 25th birthday, or longer if held
Trust office	Admissions	Admission appeal	Decision + 1 year
Trust office	People	Employee	Leaving + 6 years

Periods shown are examples. Your data protection officer sets the schedule, and XeresDocs enforces it.

Bring your trust's records together

We'll show one school's pupil files running on storage the trust already owns.

Book a demo