Records management with
360 Documents
Conformance with ISO 15489-1:2016 and GeBüV
Swiss legal retention periods for school, educational, and student records, files and documents
Last update: 17 May 2025
"Swiss educational institutions are governed by cantonal legislation and hence cantonal recordkeeping duties apply"
1. educational records
Definition and typology
Education records are documents and information that are directly related to a student and that are maintained by or on behalf of an educational institution:
- Grades
- Transcripts
- Class lists
- Student course schedules
- Health records
- Student financial information
- Student discipline files
Swiss educational institutions are governed by cantonal legislation and hence cantonal recordkeeping provisions apply.
Swiss retention periods for educational records
In the following, we provide the recordkeeping requirements in the canton of Zurich (here) for primary and secondary schools ("Volksschule") and the retention policy in the canton of Berne (here) for vocational schools ("Berufsfachschule"):
- Student records: retain for 10 years from completion date of school
- Copies of diplomas: retain for 15 - 20 years from completion date of curriculum
- Class lists: retain for 50 years from graduation date
- Grades and absences lists: retain for 50 years from completion date of school
2. University records
Swiss universities are governed by cantonal legislation and hence cantonal document retention laws apply. In the following, we provide the recordkeeping requirements of the University of Berne (here):
- Records used for the evaluation of examinations: retain for 18 months from exam date
- Graduate theses such as bachelor's and master's theses and other diploma papers: retain for 10 years from submission date
- Diplomas and diploma supplements: retain for 20 years from the legally binding completion date of the bachelor's or master's program, after which they must be archived in the university or cantonal archives
As a rule,
examination papers of Swiss educations institutions such as written papers and records of oral examinations must be kept
until all available legal remedies have been exhausted, as described, for example, in the file plan and disposal schedules of the
University of Freiburg (here).
Quick start
Ingestion: Upload, Outlook, scanner
OCR technology: text recognition
Indexation along your folder structure
Full-text search with results highlighting
Product features of 360 Documents
Business logic
- Capture documents and associated metadata: Via simple upload, drag & drop from Outlook, bulk scanning or via API calls
- Support of over 100 file extensions: Ingest and display documents in commonly used file formats
- File sharing: Give internal and external access, set passwords and link expirations
- Capture email attachments: As linked records or as a single compound record
- Import digital records and associated metadata: Migrate directly from an external application, either in bulk or individually
- Date of origination: When migrating, set a retention trigger predating a record's creation in 360 Documents
- Link workflows associated with records: Annotate records, validate metadata, post "To do" entries, sign with Swiss and EU electronic signatures
- Duplicate records: Use them in multiple business contexts (for example, in both the accounting and HR department)
- Lifecycle management: Produce reports on records capture, usage and disposal
- Website archiving
Usability
- Hands-on in-app documentation in 4 languages including the foundations of records mangement
- Full-text enterprise search: Advanced filtering, keyword and synonyms search in EN, DE, FR, IT
- OCR and business data extraction: Industry-leading computer vision stack with high confidence scores
- Data extraction at scale: Automatically detect and capture pre-existing metadata
- Automatic document recognition: Detect over 30 document types (invoices, Swiss QR bills, IDs, tickets)
- Business intelligence: Translate, summarize and question PDFs across all major LLMs
- Contextual metadata service: Define and capture custom metadata
- Metadata templates: Capture entity metadata according to one or several pre-determined templates
- Validate custom metadata values against syntactical standards (booleans, enums, numbers, strings, URLs, phones, timestamps)
- Classification service: Associate records and folders to their business context (for example, Accounting, HR, Sales, AML, etc.)
- Create, manage and maintain business classes
Regulatory
- Global compliance: ISO 15489-1:2016, ISO 16175-1:2020, DoD 5015.2-STD, MoReq2010
- Swiss compliance: CO, GeBüV, FADP, eCH-0026, eCH-0038, eCH-0160, eCH-0164 (Swiss disposal schedules come preconfigured)
- Disposal scheduling service: Allocate legal retention periods for records and folders, modify and replace existing disposal schedules to meet new legal or business demands
- Retain residual metadata after record disposal: As stipulated by applicable jurisdictional standards
- FADP compliance: Comply with Art. 25 et seq. of the Swiss Data Protection Act ("Rights of the Data Subject"), especially in terms of being able to provide information about "the retention period for the personal data"
- Legal holding service: Pause record disposal preventing records from being disposed of during lawsuits, audits or governmental inquiries
- Transfer records of continuing value together with their metadata to a public archive
- Retention triggers: date of creation / origination, from last addition to folder timestamp, from folder closed timestamp, customized triggers
Security
- User and user group service: Apply security and access restrictions on record, folder, document type and business class level ensuring that only authorized agents can access records
- Historical user data: Trace all actions of all past users of 360 Documents
- Model role service: Assign user roles choosing from over 200 function definitions (FND)
- Security logging: Create and maintain access, usage and security metadata, generating event logs for each system interaction
- Object lock: Protect records from any alteration on network level
- Generate checksums to support integrity and duplicates detection
- Authenticate users via 2FA before giving access
- Perform malware detection when uploading files
- Swiss data centers in compliance with ISO 27001 and FINMA requirements
- 3-2-1-Backup: Regular backups offline on tape in Switzerland to prevent ransomware