In 2026, school data management has become a key issue for educational institutions. Student files, family information, administrative documents, financial data and internal communications are all part of everyday digital life in schools.
This data is sensitive, voluminous and stored for long periods of time. Poor management can have legal, organisational and human consequences. Conversely, a clear and structured approach can bring peace of mind and efficiency.
This article offers a simple framework for understanding the current challenges and adopting realistic practices that are tailored to the way schools operate.
Why academic data is now a key issue
School data is no longer just an administrative tool. It is at the heart of the school’s processes, from student enrolment to monitoring their progress, communication with families and financial management.
Expectations have changed. Families are more attentive to how their data is used. Authorities are demanding greater transparency. The risks associated with cyberattacks and internal errors are better understood.
In this context, the question is no longer whether data should be structured, but how to do so without complicating the work of teams.
GDPR in schools: key points to remember in 2026
Le The GDPR continues to apply in full to educational establishments, both in France and internationally, whenever data relating to European citizens is processed.
In practical terms, three principles remain fundamental:
- Purpose limitation, which requires data to be collected only for a specific use.
- Data minimisation, which consists of retaining only the information that is truly necessary.
- Data retention period, which prohibits the storage of data without time limits.
Added to this is a reinforced requirement for traceability. An institution must be able to know who is accessing the data, when and in what context. These principles take on their full meaning when they are integrated directly into the tools used on a daily basis.
School archiving: a distinction that has become essential
In 2026, the distinction between active data and archived data has become essential. Many organisations have long kept all their files in the same place, without any real archiving logic.
Archiving does not simply mean storing. Archiving involves secure storage for a defined period of time, with limited and controlled access. It enables organisations to meet their legal obligations while reducing the risks associated with unused data.
With this in mind, Eduka offers an integrated archiving system. Institutions can thus remove certain data from the active scope, while complying with storage and traceability rules.
The establishment remains responsible for the data.
UOne point is often misunderstood. Even when data is hosted in software, responsibility for managing it still lies with the institution.
This includes defining access rights, retention periods and responding to requests from families. The service provider provides a technical framework, but organisational choices remain internal.
To support this responsibility, Eduka allows you to clearly designate a DPO within the platform. This appointment makes it easier to identify the data representative and clarifies roles both internally and externally.
Centralising data for better control
Data centralisation is now widely adopted by organisations. When done properly, it enhances security while simplifying usage.
When information is scattered across local files, email accounts, or unconnected tools, control becomes complex. A centralised platform, on the other hand, allows for fine-grained access management and tracking of actions performed.
Centralisation also facilitates service continuity. Data no longer depends on a single workstation or person, which secures the institution’s long-term operations.
Concrete best practices for institutions in 2026
- Identify the data that is actually used. This assessment often makes it possible to reduce the volume of information that is stored unnecessarily.
- Define simple rules for storage and archiving. These rules may evolve, but they provide a clear framework for teams.
- Configure rights management. Not all users need the same level of access. Clear organisation limits risks and errors.
- Document these practices. Simple, shared rules facilitate the integration of new employees and strengthen overall compliance.
A progressive and sustainable approach
By 2026, school data management should no longer be seen as an isolated constraint. It is an integral part of the quality of an institution’s operations.
Clear organisation makes it possible to work more calmly, respond better to families and anticipate regulatory changes. The goal is not immediate perfection, but consistent and controlled progress.
Schools that structure their data management today, from archiving to governance, are laying a solid foundation for the years to come.
