Ludendo Archive · coming, not yet builtComing, not yet built
The Ludendo Archive.
Old data, without the old system.
After a switch, a school still needs access to old data for years: the administration and absence, grades, the file and the exams. If you switch to Ludendo, you get the Ludendo Archive for that, at no extra cost. With a full export you then do not need to keep the old system.
Planned. Decided: the archive is coming. Not yet built, and there is no date yet.
What is in it
Per former student.
With the origin included.
- The fixed details: name, date of birth, the old student number, the period at school, programme and class per year.
- The administration and absence.
- Grades per year and per subject, and the file: notes, care and the OPP.
- The exam file and the result, with the school exam and central exam grades, the final grades and the final project (profielwerkstuk).
- Documents as PDF: grade lists, reports and letters.
Three rules
- Nothing gets lost. A column Ludendo does not know comes along as “other data” and stays visible.
- The origin stays with it. Every line shows which file and which system it comes from, and when and by whom it was imported.
- Read-only. Imported wrongly? Then you remove that whole import and import again.
Who has access
Only those who need it.
And every look is in the log.
Whoever opens the archive first chooses a reason, such as a request for access or a question from the attendance officer. That takes one tap and shows in the log why someone looked.
Administration and exam secretary
Searching and viewing. The administration also imports and sets the retention periods.
Care coordinator
The care documents, only with the separate permissions for care and medical details.
School leaders
Approves the list of what may be deleted.
Mentor and teacher
Nothing by default. The school can give a mentor access if that is needed.
Parents and (former) students
No access of their own. They ask the school for access, and the school makes a copy.
Diploma lost?
For diplomas from 2006 onwards the school refers to DUO. For older ones the exam secretary makes a statement from the archive: proof, not a replacement for the diploma.
Keeping and deleting
Deleted after the period.
But only with approval.
The Kennisnet periods
Administration and absence 5 years and 8 weeks after deregistration; grades, reports, file and care 2 years. You can adjust them, but never shorter than the law. All periods
A list, 30 days in advance
What is past its period goes on a list. The administration sees 30 days in advance what will be deleted; only after the school leaders approve is it gone. With an objection or a court case you can put a hold on a student.
Exams never automatically
Result, grade list and diploma are never deleted automatically, as long as there is no selection list for secondary education. If you destroy something that falls under the Public Records Act (Archiefwet), Ludendo makes a destruction statement.
Never locked in to Ludendo
Always downloadable.
In ordinary files.
At any moment the school can download the whole archive as an archive package. That answers two questions: what if Ludendo stops, and what if we leave?
Open files
A CSV file per kind of data with a description per column, and the documents as PDF/A, a PDF that stays readable for many years.
A simple viewer
One file that works without internet and without Ludendo, with search by name and date of birth.
Ready for archiving
With the details about origin and retention period according to MDTO, the standard for Dutch government archives. That way a school can also place the package in its own e-depot.
Safely out the door. The package is the school’s whole history in one file. That is why only the person who manages the archive may make it, and that is in the log. It leaves encrypted, with the password sent another way. Keep it in a secure place at the school, not on a USB stick.
Import
From your old system.
Match the columns once.
There is no open standard for transferring a whole student administration. So you match the columns of your export file once, and Ludendo remembers that as a template. The goal: it works with exports from Magister and Somtoday, and in the same way with other systems.
- Request the export from your current supplier, in writing and for all years. In our view that is free from 12 January 2027. What the Data Act arranges
- Do a trial import. Ludendo recognises what it can; you match the rest yourself. Nothing is stored yet.
- Check and import. Only then does it go over for good. What is already past its retention period is not imported by default.
How good it gets depends on the export you receive. If it is disappointing, a PDF per student also works. We help with a trial and with the real transition; we do not do custom work per school.
Questions
What schools ask
about the archive.
What is the Ludendo Archive?
A part of Ludendo that is coming, in which a school keeps its old data after switching: read-only, searchable per former student, every look in the log, gone after the retention period with the school’s approval, and always downloadable. At no extra cost for a school that switches to Ludendo.
Is the archive available yet?
No. It is decided that it is coming, but it is not yet built and there is no date yet. Ludendo is not yet in use at any school.
What does the archive cost?
For a school that switches to Ludendo, nothing extra: it is included in the licence. What Ludendo itself costs has not been decided yet.
Can we use the archive without switching?
We want to offer that later, for a small fee for storage and with its own data processing agreement.
What if Ludendo stops?
Then you have the full export of all data, and the archive package: ordinary files with a viewer that works without Ludendo. That is why we suggest keeping a fresh package every year. What exactly happens then goes into the data processing agreement.
Who is responsible for the data?
The school. Ludendo keeps it on behalf of the school. That goes into the data processing agreement, which does not exist yet.
Thinking about switching?
Come and
get to know each other.
We tell you honestly what already works and what is still to come, and think along about your old data. Do not send any student data.
Your email reaches Thomas and Geert, the makers of Ludendo.