Student records For schools, colleges and universities
Every student record.
Complete and in order.
FilePlan 365 gives every learner one secure file inside SharePoint, from application to the day they leave. File a document once and it lands in the right place, with support and safeguarding records locked down, automatically.
Works inside SharePoint
Student details from your student system
30-day free trial
1
Student details
Name, student ID, course and personal tutor, taken from your student information system.
2
Document types
The same labelled folders for every student, down the left.
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Their documents
Everything filed for that learner, in the wider panel on the right.
What is FilePlan 365?
A digital filing cabinet, built into SharePoint
Think of a filing cabinet with a drawer for every student, and the same labelled folders inside each drawer. FilePlan 365 does exactly that inside SharePoint, the place your organisation already keeps its documents.
No new system to learn
Your team works in SharePoint and Microsoft 365, just as they do today. There is nothing extra to install on anyone’s computer.
Filed once, found in seconds
Every document goes into the right student file and folder, so anyone with access can find it straight away.
Kept as long as it should be
Each document is protected and kept for the right length of time, without anyone having to remember the rules.
Connected to your student information system
Student details arrive automatically
You never retype a name, student ID or course. FilePlan 365 picks up each learner’s details from your student information system, so every new student has a file ready before their first day.
When details change
A new course, tutor or year group is picked up automatically, so every file stays accurate.
When a student leaves
Their leaving date flows across too, and the clock for how long their file is kept starts by itself.
For your IT team
A Power Automate flow keeps a SharePoint list of students up to date from your student information system. FilePlan 365 reads that list. No custom code, and it stays inside your Microsoft 365 tenant.
The student file plan
Every student file organised the same way
Each student file has the same six folders, so everyone knows where a document belongs and where to find it.
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Admissions and enrolment
Application, enrolment form, entry qualifications
Kept for: 6 years after leaving
2
Attendance
Attendance records, absence notes
Kept for: 6 years after leaving
3
Assessment and progress
Assessment results, progress reviews, certificates
Kept for: 6 years after leaving
4
Additional support
Learning support plans, adjustments, bursary forms
Kept for: 6 years after leaving
5
Safeguarding
Concerns, referrals, chronologies
Kept for: As set by your policy
6
Leaving and transition
Leaver form, references, destination data
Kept for: 6 years after leaving
Retention periods are examples. You can match them to your own retention schedule.
Templates
Start with our Student records template. Make it your own.
You don’t have to design a filing system from scratch. The ready-made Student records template gives you the folders, document types and protection settings above in a few clicks. Then change anything you like.
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Choose the Student records template
Pick “Student records” from the template gallery when you set up FilePlan 365.
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Use it straight away
Your student files, folders and document types are created for you, ready to start filing.
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Make it your own
Rename folders, add your own document types, and set how long each is kept, to match the way your school or college works.
Find a student
Any student’s file in seconds
Start typing and FilePlan 365 shows matching students straight away. No more hunting through folders or asking a colleague where something was saved.
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Type a few letters
Search by name, student ID or course.
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Narrow it down
Filter by course, year, status or personal tutor if you need to.
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Open the file
Click a name to see everything filed for that student.
People only ever see the students and documents they are allowed to see.
Advanced search
Answer questions across every student file
Tick a few options and FilePlan 365 finds every matching document across all your students. Perfect for inspections, course reviews and information requests.
Course reviewEvery assessment result and progress review for one course
Inspection prepAll learning support plans for this year’s learners
Subject access requestEverything held about one student, in one list
Compliance, without the jargon
Protected and kept for the right time, automatically
FilePlan 365 uses the security and retention tools already in your Microsoft 365, known as Microsoft Purview. You decide the rules once, and they’re applied to every document.
Kept for the right time
Student files are kept for six years after the student leaves. Safeguarding records follow your own policy.
Only the right people can see it
Student documents are marked Confidential. Support and safeguarding records are marked Highly confidential.
Personal data stays inside
Documents containing personal or health details can’t be shared outside your organisation.
These are example settings. You choose the labels and timescales that match your own policies.
Why teams choose FilePlan 365
Less time filing. More time teaching.
One file per student
Admissions, attendance, assessment and support, in one place.
Ready before day one
New learners arrive from your student system with their file set up.
Inspections without the panic
Find support plans and results for any learner in seconds.
Leavers handled for you
Retention starts automatically when a student leaves.
Every student record.
Always in order.
Try the Student records template free for 30 days, in your own Microsoft 365 tenant.
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