MIS Link Information
In order for the InVentry MIS Link to function, your InVentry system needs to access and store certain data from your MIS system. As a responsible software provider it is our duty to ensure that our customers are aware of what data is stored and where it is stored. The data transferred from your MIS is stored on your InVentry unit, within your organisation, on your network and under your control.
The actual fields that your MIS link collects are under your control (as per the below information) and can be modified by authorised staff within your organisation, and without the knowledge of InVentry Ltd. As such we are required to, within this agreement, list all fields that InVentry is capable of collecting, even if you are not initially planning on using them. Please advise your InVentry engineer on the day of install if you would like particular fields excluding from the collection.
MIS Accredited Provider
InVentry Ltd is fully accredited, this means that all our software has been viewed and accredited by your MIS provider to ensure that it conforms to the specifications for data access and storage. If your integration is going to be done via Active Directory Microsoft do not provide any formal accreditation for this.
MIS Data Accessed and Stored by InVentry
The following staff information is accessed and stored on your InVentry system and are required fields if you wish to use the staff module:
- First name (known first name, preferred first name, legal first name where applicable)
- Surname (know surname, preferred surname, legal surname where applicable)
- MIS ID
- Email address
The following fields are optional and can be configured by your organisation at any time. If you wish to use InVentry as your single central record, we recommend the fields below:
- Address
- Mobile Number
- Checks
- Date of Birth
- Gender
- Middle Name
- Photos
- Position
- Title
- Vehicle Registration
The following student information is accessed and stored on your InVentry system and are required fields if you wish to use the student module:
- First Name
- Surname
- Pupil MIS ID
- Year Group
- Form Group
- Date of Birth
The following fields are optional and can be configured by your organisation at any time:
- Dietary Requirements
- Guardian Details
- Medical Details
- Photos
Please note that the above is the maximum amount of information that your InVentry system transfers from your MIS. The exact information stored will depend on your MIS provider and the optional fields chosen by your organisation.
Storage of information
All data accessed and stored conforms to the following policy:
- All data is stored within your InVentry system and remains the property of the school.
- All data is encrypted at rest and in transit.
- Access to the data is restricted to authorised users and is protected by usernames and passwords.
*If you are using the InVentry Anywhere service then the following information is stored on our secure web servers for use during a fire evacuation:
- First Name
- Surname
- MIS ID
- Email Address
If you’re using the full MIS integration (SIMS only) for student evacuation the following information will be taken from your MIS and stored in an encrypted format on our secure web servers:
- First Name
- Surname
- Pupil MIS ID
- Year Group
- Form Group
- Sessions Marks (AM/PM)
Schools will be issued with a unique encryption key for full MIS integration. It will be the schools responsibility to ensure that this key is issued to authorised staff members.
Usage of information
The InVentry system only uses the data it collects for the following tasks:
- Storing a database of staff to allow the signing in and out of staff members on the InVentry system.
- Ensuring that the schools InVentry stored DBS list is up to date.
- Storing a database of pupils to allow the signing in on the InVentry system.
- Issuing InVentry Anywhere staff accounts via email (no personnel information is sent during this
- process).
- Writing late marks back into your MIS database (a manual user check is required before InVentry write back any data). Please note this is not applicable to Integris users
Advanced Trip Management/InVentry Passport users only
The following student and parent/carer information is accessed, transferred and stored on your InVentry system and are ,where indicated, required fields for use with the following systems:
- Advanced Trip Management – Indicated by *
- InVentry Passport – Indicated by +
Authorisation
This document details the types of data InVentry uses and how it stores and uses that information. Should you have any concerns about this please contact the InVentry support team. To enable us to install and configure your InVentry MIS link, and to indicate that you agree to the data access and storage of your information in the manner described above, please sign the welcome pack.
Important Note
Please ensure that you have read and completed the system preparation form prior to the InVentry engineer arriving on site to install your MIS link. Please note that the installation of your MIS database will take place on the touch screen system. Please ensure that a member of your IT department is available on site on the day of installation.