Data Transition

How educational agencies can export their data and what happens when services end.

Our Commitment to Data Portability

Our Commitment to Data Portability

Body: Impact Suite believes educational agencies should have complete control over their data. Whether you're conducting regular backups, migrating to another system, or simply want a copy of your records, we provide comprehensive data export capabilities with no restrictions or fees for standard exports.

Key Principles:

  • No Data Hostage: Your data is always accessible, regardless of payment disputes or contract status

  • Usable Formats: Data provided in standard, machine-readable formats (JSON, CSV)

  • Complete Data: All data you've created or stored in Impact Suite is exportable

  • Self-Service: System administrators can export data anytime without contacting support

  • Transparent Timeline: Clear timelines for data export and retention after contract ends


Self-Service Data Export

Impact Suite provides system administrators with self-service data export capabilities through our administrative interface. Export your data anytime, for any reason, without needing to contact us.

What You Can Export:

  • ✅ Student records (demographic information, enrollment data, identifiers)

  • ✅ Guardian information (contact information, relationships)

  • ✅ Faculty and staff data (personnel information, role assignments)

  • ✅ Concerns and incidents (behavioral concerns, incident reports, interventions)

  • ✅ Case management records (assessments, plans, case documentation, outcomes)

  • ✅ Training completion records (enrollment, completion status, certificates)

  • ✅ Policy acknowledgements (acknowledgement records and timestamps)

  • ✅ Policies and procedures (current and historical policy documents)

Export Formats:

  • JSON (Primary Format): Structured, machine-readable format compatible with most modern systems. Maintains data relationships and hierarchies.

  • CSV (Available on Request): Spreadsheet-compatible format for simple data analysis and review in Excel or Google Sheets.

How to Export:

  1. Log in to Impact Suite as a System Administrator

  2. Navigate to Settings → Data Export

  3. Select the data categories you want to export

  4. Choose your preferred format (JSON or CSV)

  5. Click "Export Data"

  6. Download your export package (typically ready within minutes)


What's Included in Your Export

Complete Data Package: Each export includes:

Data Files:

  • Separate files for each major data category

  • Related data includes appropriate identifiers for cross-referencing

  • Hierarchical relationships preserved in JSON format

  • Consistent field naming throughout all files

Documentation:

  • Data Dictionary: Detailed explanation of all fields, data types, and value definitions

  • README File: Overview of export contents, file structure, and usage instructions

  • Relationship Mapping: Documentation of how different data sets relate to each other

  • Code Definitions: Explanation of any enumerated values or status codes

  • Format Specifications: Date formats, encoding standards, and technical details

Integrity Verification:

  • Manifest File: Complete listing of all files with record counts per data category

  • Checksums: MD5 and SHA256 hash values for each file enabling verification of data integrity

  • Export Metadata: Timestamp, requesting user, scope of export, and version information


Custom Export Requests

When You Might Need This:

  • Exporting very large datasets (multi-year historical data)

  • Specific data formats not available in self-service (e.g., specific database formats)

  • Scheduled/automated exports

  • Integration with your data warehouse or reporting systems

Request Process:

  1. Email support@impactsuite.com with your export requirements

  2. Customer support acknowledges within 1 business day

  3. Request escalated to engineering team for processing

  4. Compliance Officer oversees to ensure completeness

Timeline:

  • Standard Custom Exports: Completed within 30 calendar days

  • Large/Complex Exports: Timeline communicated within 5 business days

  • Expedited Requests: Available within 10 days (contact compliance team)


What Happens When Contract Ends

What Happens When Contract Ends

90-Day Retention Period:

When your contract with Impact Suite ends, we follow a structured data transition process:

Day 0 - Termination Notification: You receive formal notification including:

  • Effective termination date

  • 90-day data retention period

  • Available data transition options

  • Contact information for data requests

  • Timeline for self-service export availability

Days 1-30 - Transition Period:

  • Standard user access gradually restricted

  • System Administrator access remains active for data export

  • SIS integrations deactivated to prevent new data sync

  • Self-service export capabilities remain fully functional

Days 31-90 - Final Access Period:

  • Complete data remains available for export

  • Monthly reminders about upcoming data deletion

  • We proactively offer data export assistance

  • All data can still be exported via self-service or custom request

Day 60 - Final Warning:

  • Final reminder 30 days before scheduled deletion

  • Confirmation of whether data export completed

  • Last opportunity to request data or extended retention

Day 91+ - Data Deletion:

  • Unless you've requested continued retention, all data is securely deleted

  • Deletion follows NIST 800-88 standards (see Data Destruction page)

  • Deletion certification provided upon request


How We Deliver Your Data

How We Deliver Your Data

Primary Method: Secure File Transfer (SFTP)

Why SFTP:

  • Encrypted transmission protecting data in transit

  • Reliable and automated validation

  • Capable of handling large data volumes

  • Transfer logs and confirmation provided

Delivery Process:

  1. Impact Suite establishes secure SFTP connection

  2. Data files uploaded to designated secure location

  3. You receive connection credentials and file locations

  4. Download files and verify checksums

  5. Files remain available for 14 days for re-download

Alternative Methods:

Secure Cloud Storage: Upload encrypted files to your Google Drive, OneDrive, or other cloud storage (upon request)

API Access: Temporary API credentials for programmatic data retrieval (for technical teams)

Physical Media: USB drives or external hard drives with encrypted data (for very large datasets or air-gapped environments)


Understanding Your Data Export

JSON Format (Primary):

Why JSON:

  • Structured format maintaining data relationships

  • Industry standard widely supported by modern applications

  • Portable across systems and platforms

  • Human-readable text format

  • Easily parsed by scripts and applications

Data Organization:

  • Each major category in separate JSON file

  • Related data includes identifiers for cross-referencing

  • Hierarchical relationships preserved

  • Consistent field naming conventions

Example Structure:

students.json - All student records
guardians.json - All guardian records
concerns.json - All concern/incident records
cases.json - All case management records
training.json - All training completion records

CSV Format (Alternative):

When to Use:

  • Prefer spreadsheet compatibility

  • Simple data analysis needs

  • Import into Excel or Google Sheets

  • Less complex data relationships

Format Details:

  • Each data table as separate CSV file

  • UTF-8 encoding with clear delimiters

  • Header row with descriptive field names

  • Proper escaping of special characters

Not Raw Database Dumps: Our exports are user-friendly, structured formats:

  • Descriptive field names (not cryptic database columns)

  • Logically organized by functional area

  • System metadata excluded unless requested

  • Dates in standardized ISO 8601 format

  • Clear documentation of relationships


Ensuring Complete & Accurate Data Transfer

Completeness Verification:

  • Pre-export validation confirms all requested data included

  • Record counts for each data type in manifest file

  • Comparison with production database to ensure nothing missed

  • Audit trail of export process

Integrity Protection:

  • MD5 Checksums: Generated for each file

  • SHA256 Checksums: Additional verification

  • Manifest File: Complete inventory with checksums and record counts

  • Transfer Validation: SFTP includes built-in verification

How to Verify:

  1. Download manifest file first

  2. Compare file sizes and record counts

  3. Calculate checksums on downloaded files

  4. Verify checksums match manifest

  5. Contact us immediately if any discrepancies

Transfer Confirmation: After successful transfer, you receive email with:

  • Date and time of transfer

  • List of files with sizes

  • Total record counts by category

  • Checksum values

  • Validation instructions

  • Contact for questions


We're Here to Help

Technical Assistance:

Documentation:

  • Comprehensive guides for accessing exported data

  • Data structure and relationship explanations

  • Import guidance for common systems

Support Channels:

What We Can Help With:

  • Understanding data structure and format

  • Assistance with data mapping to new systems

  • Format conversion if standard exports incompatible

  • Troubleshooting export or download issues

  • Validation of data completeness

What We Cannot Do:

  • Import your data into competitor systems

  • Provide technical support for third-party systems

  • Train on other platforms

Timeline Flexibility: For complex transitions, we can:

  • Establish mutually agreeable timelines

  • Coordinate delivery with receiving system readiness

  • Provide staged deliveries if needed

  • Allow testing and validation periods

  • Accommodate reasonable delays in data pickup


No Data Hostage - Ever

Our Promise:

No Restrictions:

  • Never withhold data due to payment disputes

  • Never delay exports due to contract disagreements

  • Never require lengthy approval processes

  • Never charge fees for standard data exports

Usable Formats:

  • Standard formats that don't require proprietary tools

  • Complete documentation explaining data structure

  • No vendor lock-in through obscure formats

Timely Access:

  • Self-service exports available immediately

  • Custom exports within 30 days

  • Expedited options available

  • Clear communication throughout process

Professional Transition:

  • Cooperative and respectful throughout

  • No negative tactics or pressure

  • Focused on smooth transition for educational agencies

  • Data privacy and security maintained until final deletion


Data Export Pricing

Data Export Pricing

Standard Exports: FREE

  • All self-service exports through admin portal

  • Standard custom exports (within 30 days)

  • Data provided in JSON or CSV format

  • Complete documentation and verification

Expedited Exports: Contact for Quote

  • Rush requests requiring <10 day turnaround

  • May incur reasonable fees based on complexity

  • Pricing provided upfront before work begins

Special Format Conversions: Contact for Quote

  • Conversion to specialized database formats

  • Custom data transformations

  • Integration with specific receiving systems

  • Pricing based on development time required

No Hidden Fees:

  • No fees for storage during 90-day retention

  • No fees for extended retention by mutual agreement

  • No fees for standard delivery methods

  • No fees for documentation or support


Questions About Data Export?

Data Transition Inquiries: Kris Kofoed, Compliance Officer kris.kofoed@impactsuite.com

Technical Export Support: support@impactsuite.com

We're here to ensure a smooth data transition process, whether you're doing routine backups or transitioning to another system.

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