ACR - Copy Data to Archive
Overview
The ‘Copy Data to Archive’ program creates a snapshot of all key Academic Reporting data for a selected Result Year and Period once student reports have been produced.
It must be run at the end of every reporting period, before any setup changes for the next period, to preserve accurate historical data for transcripts, analytics, progressive assessment, attendance reporting and some API integrations.
When you run it, the program archives objectives, subject and teacher details, report layouts, comments, result formats/validations, and student data so that later reports (like the Transcript of Academic Achievement) can use the frozen, archived data, even if the live setup has since changed.
This program can be accessed by navigating to TASS.web Student Admin > Academic Reporting > Special Processes.
User Security Permissions
Access to this program is regulated by the ‘Copy data to Archive’ permission point. This user security permission can be enabled in TASS.web Student Admin > Users > User Maintenance or Security Role Permissions.
About Academic Report Archiving
Important!
It is extremely important that this program run at the end of each reporting period, before any changes are made or data entered for the next reporting period.
Archiving is also a critical process for Progressive Assessment in Staff Kiosk Assessment, Analytics and historical Attendance-related Listings and Reports.
Running this program before the end of the Reporting Period may affect API Integrations such as TrackOne and SchoolBox.
This program will create a snapshot of the following data for the nominated Reporting Period:
Reporting Objective Information.
Reporting Objective Groups.
Report General Information:
Report Header.
Footer/Message Text.
Signatory Details.
Teacher Information.
Subject code and description.
Subject Outlines (Subject Outlines are able to be copied to other reporting periods).
Subject assessment defaults.
Subject results based comments.
Comments and Comment Categories (Comment Banks can be copied to other reporting periods).
Result formats.
Result validations.
Student data.
This means that if the 'live' data in any of the areas above is modified in the future (such as an 'Objective Description' is changed), then a Transcript of Academic Achievement that is run at that time (but against the archived period) will access the archived data.
Important!
Archiving a Result Period snapshots the current 'Year Level' of Students. Do not archive after Students have rolled over into their next Year Level, as this can affect your non-current student data. Contact Software Support for further guidance.
If Student Results are changed after the Result Period has been archived, do not archive the result period again. For further information, see How to Amend Student Academic Results in a Previous Reporting Period.
After this program has been run, the archived data can then be accessed through programs:
TASS.web Student Admin > Academic Reporting > Special Processes > Transcript of Academic Achievement to produce a 'transcript' type academic report for students.
Staff Kiosk Listings > Academic Results Analysis – Student.
Staff Kiosk Listings > Academic Comparative Results – Student.
Staff Kiosk Listings > Academic Results/Comments.
The ‘Restore Comment Bank’ lets you restore previously archived 'Comment Bank' data for the current Reporting Period.
The ‘Restore Subject Outlines’ program lets you copy previously archived ‘Subject Outline’ data for the current Reporting Period.
General Tab
Select a 'Result Year and Period' to archive and click 'GO' to run 'Copy Data to Archive'.
If this program has already been run for the selected 'Result Year and Period', you will receive a warning message. If you choose to continue, the data already archived for the selected 'Result Year and Period' will be overwritten.
Important!
Custom academic reports programmed by TASS.web do not automatically access archived reporting data unless specifically requested and included in the custom reports specification and quote. The Transcript of Academic Achievement is a generic report that may be used by your school in place of your custom academic report.