SCHOOL DATA OWNERSHIP, EXPORT AND DELETION RECORD

Use this sheet to document the proposed arrangement and the evidence supplied for the exact service under review.
Legal and contractual roles must be confirmed in the applicable agreement; this worksheet does not assign those roles.

REVIEW DETAILS
School / review group:
Decision owner:
Review date:
Vendor and service:
Edition, version or configuration:
Contract or policy documents reviewed:
Evidence recheck date:

DATASET INVENTORY
Dataset or record type:
People represented:
Purpose:
Source:
Required fields:
Optional fields:
Sensitive or high-impact fields:
Who may view, change, export or delete it:

RESPONSIBILITY MAP
School responsibility:
Vendor responsibility:
Subcontractor or subprocessor responsibility:
Contractual owner of the data:
Applicable controller / processor or equivalent roles — to be confirmed:
Named privacy or incident contacts:

LOCATION AND MOVEMENT
Collection point:
Primary storage location:
Backup location:
Transfer route and destination:
Third parties involved:
Security evidence supplied:
Unverified point:

EXPORT TEST
Dataset requested:
Requester role and approval:
Request date and completion date:
Export format:
Fields included and excluded:
Attachments, history and audit records included:
File opens and can be used independently? yes / no / partly:
Integrity or reconciliation check:
Evidence file reference:

RETENTION AND DELETION TEST
Retention rule and source document:
Trigger: request / account closure / contract end / other:
Active-system deletion steps:
Backup treatment and schedule:
Legal hold or exception process:
Deletion confirmation supplied:
Sample record checked after completion:
Residual copies or open questions:

EXIT READINESS
Full export owner:
Export frequency during service:
Migration assistance described in contract:
Format or dependency risk:
Account shutdown sequence:
Final deletion evidence required:

DECISION RECORD
Confirmed evidence:
Missing evidence:
Required contract clarification:
Open item / owner / due date:
Decision and next review date: