Archived Transactions: Current Data, Archived Data, and Reporting Status
This article explains the student-data archives shown beneath the Current record on the MIS Summary. These archived transactions are dated reporting snapshots that may send SWDS, MEET, PLAN, and SERV records to CALPADS.
They are different from meeting-document archives and reports found through Reporting → Meeting Reports.
Current data represents the student's best known information now. An archived transaction preserves what SIRAS reported, or intends to report, for a particular dated event.
Contents
| Current vs. Archived Data | How Archives Are Created |
| Find and Open Archives | CALPADS Reporting Information |
| Report Status | Edit or Resend an Archive |
| Troubleshooting Archives | Related Help |
Current Data vs. Archived Data
| Record view | Purpose |
|---|---|
| Current | The student's best known information now. Staff update the Current MIS Summary as the student's status, eligibility, plan, services, enrollment, and other information change. |
| Archived | A dated reporting snapshot created for a finalized meeting or another reportable event. Editing Current data later does not automatically rewrite an older archived transaction. |
PSTS survey records also appear on the MIS Summary, but they are not created through the archived-transaction workflow described here.
How Archived Transactions Are Created
Automatically from IEP Manager
When a meeting or other reportable IEP Manager event is finalized, SIRAS automatically creates the associated archived transaction. The meeting and event data determine which CALPADS transaction types are included.
Manually from the MIS Summary
An administrator may use Archive for Reporting when a reportable event occurred outside the ordinary IEP Manager workflow.
Find and Open Archived Transactions
Use the Archived Records menu to move from the Current record to a dated archived transaction.
Open an archived transaction from the Archived Records menu.
To locate archived transactions across students, use the Historical/Advanced Query options under Search.
Archived transactions can also be found through historical search tools.
CALPADS Reporting Information
At the top of an archived transaction, review:
- Associated Meeting, when the archive was created from an IEP Manager event;
- Report Event Date;
- Plan Effective Date;
- CALPADS Record Types included in the transaction; and
- Report Status.
A Pending archive is queued for the next applicable SIRAS-to-CALPADS submission.
Review the transaction dates, record types, meeting association, and editing controls.
Report Status
| Status | Meaning |
|---|---|
| Pending | SIRAS will attempt to send the CALPADS record types identified in the archive. |
| Complete | The identified transaction has already been sent successfully. |
| Do Not Report | The archive should not be sent. Data previously submitted from it may need to be removed or corrected in CALPADS. |
| MEET Only | Send only the applicable MEET transaction. |
| SWDS Only | Send only the applicable SWDS transaction. |
| PLAN Only | Send the applicable PLAN and SERV information effective as of the Plan Effective Date. |
Post-Secondary does not apply as a user-selected archived-record status. Reportable Data Changed is calculated by SIRAS rather than selected directly by the user.
Edit or Resend an Archived Transaction
- Open the archived transaction.
- Select Open archived record for editing.
- Correct the archived MIS Summary information as needed.
- Select Edit CALPADS Reporting to review or change Report Status, Report Event Date, or Plan Effective Date.
- To resend corrected data, change the applicable Report Status to Pending and save.
- Select Finished Editing, then return to the Current record when the archive work is complete.
Troubleshooting Archived Transactions
- Confirm whether the archive is associated with an IEP Manager meeting or was created manually.
- For meeting-created archives, the Report Event Date should align with the associated meeting.
- For manual archives, confirm that the date and archive type represent the real event being reported.
- Correct the archived transaction rather than changing only Current data when the problem is in a historical CALPADS transaction.
- Do not reactivate a meeting merely to correct report-only fields that can be corrected in the archived transaction.
