Meeting a Challenge: Preserving Historical Records in a System Conversion

1
Meeting a ChallengePreserving Historical
Records in a System Conversion

• Robin Tew
• Pinellas County Schools
• September 28, 2004

2
Agenda

• The challenge
• Concerns
• The solution
• Future issues
• Future solution

3
The challenge

• Old system
• Mainframe based
• Records dating back to 1987/88
• New system
• PC based
• Only records active for students in 2003/2004
  converted

4
The Issues

• FERPA
• Public Records Law
• Loss of legacy system

5
The Issues FERPA

• Right to inspect and review records
• Right to challenge the accuracy of records
• Right to protect the privacy of personally
  identifiable information

6
The Issues Florida Public Records Law

• Retention of records in accordance with schedules
  established by Bureau of Archives and Records
  Management
• Systematic disposition of records

7
The issues Loss of Legacy System

• Data in VSAM files on disk packs
• Mainframe space no longer available

8
The Solution

• Collaborative effort
• Access database
• Files divided by year student became inactive
• Master index of student records
• Transcripts built for all inactive students in a
  text file

9
Future Issues

• Inactive records created in different systems
• Requirements of 1B-26.003 F.A.C., Electronic
  Recordkeeping
• Documentation standards
• Legal authentication standards
• Maintenance standards
• Labeling
• Compatibility

10
Future Solution

• Data warehouse with inactive records converted to
  SQL data base