Records escrow
A records-retention plan your accreditor can check off
Pearspark holds your students' permanent records off-site and keeps them obtainable by families — even if your school ever closes. Start with this year's graduates, add a class each year, backfill the past when you're ready. No sales call to learn the price: it's below.
Includes your first 1,000 student records, then $10/month per additional 1,000.
Optional full service: we run the import with you, check the archive against your source files, and prepare your custody attestation. Self-service has no setup fee.
Only after a closure. While your school operates, you fulfill transcript requests yourself at no charge.
A school archiving 100 graduates a year with a 20-year backfill — about 2,100 records — pays $59/month, and adding each new class moves the bill roughly $10 a month per decade. Already running your school on Pearspark? Records escrow is included with every subscription at no extra charge.
How it works
Bring your graduates in
Import transcripts and student records from CSV — including exports from other school systems — with a dry-run preview before anything is written. Add each graduating class annually; backfill past classes whenever you're ready.
Records are held off-site, permanently
Replicated cloud storage with encryption, access controls, and audit logging. Graduating a student never removes anything, and adding a class costs nothing extra until the archive crosses its next thousand records.
Print the evidence for your accreditor
A dated attestation letter — custodian named, record counts by graduating class, the closure commitment in writing — generated from live records whenever your review needs it.
What we retain
- Full transcript — courses, marks, credits, and GPA, including honors weighting
- Attendance history by school year
- Identifying details: name, date of birth, student number, grade level, graduation or withdrawal date
Health records are deliberately excluded — they belong with the school and the family. Our privacy policy states the retention commitment in writing.
Questions schools ask
What happens if our school closes?
Our privacy policy commits, in writing, that a snapshot of every student's permanent academic record is preserved and stays obtainable by families and receiving institutions — used for no other purpose. After a closure, colleges, employers, and families request records from Pearspark and we release the packet for a $15 fee per packet. While your school operates, you fulfill requests yourself from Pearspark at no charge.
Which records are excluded?
Health records, deliberately — those belong with the school and the family, not in a copy we keep after the relationship ends. Discipline and special-education files are also not part of long-term custody.
Do we have to run our school on Pearspark?
No. A records-only school uses Pearspark purely as its records custodian: the archive, imports, transcripts, and the attestation letter, without the day-to-day operational tools. If you later want the full system — attendance, gradebook, tuition, a parent app — your records are already home.
Our past graduates are on paper. Can you take them?
Records enter Pearspark as data, not scanned images — that's what makes a transcript printable and a record releasable decades later. Paper archives first need digitizing and data entry; we'll quote that honestly as its own project based on how many years you want to bring in.
Does this satisfy our accreditor's requirement?
Accreditors typically ask for a named records custodian, off-site custody, a written closure plan, and a retention schedule — evidence a visiting team reviews from a checklist. Pearspark provides the custody and the attestation; the closure-transfer plan names an accredited receiving institution, with Pearspark as the facilitating custodian. Send us your accreditor's requirement language and we'll tell you plainly whether this covers it.
Not sure it satisfies your accreditor? Send the requirement language to support@pearspark.com and we'll tell you plainly.