The SDS system has for several years been creating
historical copies of schools districts data. These historical backup copies have
been used in the past as “Just in Case” backups.
The
Reports |Student Reports menu provides the user with the ability to
print/view any report using historical data. For example, if you want an
attendance list from two years ago it is available.
The reporting screen
will activate a drop down on the top right side of the report screen if any
historical or archived databases are found. Simply select the historical data
you wish for your report.
To return to the “Live” or “Current Year”,
data simply select that option from the historical drop down list.
If
there is a need to print a report from any backup, simply save the database in
the Student folder with a file name starting with “Arch” and ending with “.mdb”.
This will instruct the program to add the backup to the Historical data drop
down. Make sure the file desired is renamed prior to placement in the live
directory.
Sample file name options:
The 2007-2008 school year data
is in the HIST0708.mdb database.
The 2008-2009 school year data is in the
HIST0809.mdb database.
Suggestion if another backup is desired for
review:
Backup of SDSXPLAN.MDB from 12/31/2009 rename to
“Archive_Student_12_31_09.mdb” Remember to rename before placing in your
live directory.
Notice all file names start with “Arch” or “Hist” and end
with “.mdb”. Also, there are no spaces or symbols used other than an underscore
and one period before the mdb. Using this naming structure will insure
consistency.
Use descriptive names. The name will become the reference
in the Historical drop down and will also print on the bottom left side of the
report.
* A Historical database may not be fully compatible with all
reports. Fields have been added over the years. New data areas have also been
added. If any errors are encountered, the historical data may not be usable
without an evaluation and possibly an adjustment by a SDS programmer.
**Reports requiring a process to be run such as Refresh Attendance
Analysis or Compute GPA may not report accurately if these processes were not
run in the history database.