Authorised records requests
Prepare only the records approved for the specific request.
File sharing for schools and education
Sensitive records.
A considered exchange.
Controlled exchange of sensitive records with authorised external recipients.
Named recipients · Defined access · Recorded activity
MX / CONTROLLED EXCHANGE03
Assemble the approved package.
↗
Authorised-Records-Pack.zipIllustrative file package
MXTHE EXCHANGE IN CONTEXT
Give the handoff some context.
Education teams sometimes need to exchange sensitive records with families, advisers and other organisations. Decide what can be shared and verify the recipient before assembling the package.
MX provides a route for sensitive business files between named recipients. Match access conditions to the purpose of the exchange and use the available activity record to support follow-up. Keep the underlying approval and information-handling decisions in your own process.
WHERE THE WORKFLOW HELPS
The moments that need a handoff.
External support
Share the relevant documents with the appointed professional through the agreed process.
Administrative handovers
Exchange controlled operational documents with the next responsible team.
A HANDOFF, IN PRACTICE
The right files.
The full context.
An education team needs to provide a limited set of records to an authorised external professional. Start with the specific request and select only the information approved for that purpose. Use a clear reference without putting unnecessary personal information into filenames or the covering message.
Illustrative workflow · Adapt to your approved process
Share a defined education record pack
↗Authorised-Records-Pack.zip
A POSSIBLE PACKAGE
- ✓Approved records subset
- ✓Purpose and scope note
- ✓Recipient instructions
INTENDED RECIPIENT
The professional authorised to receive the records
A USEFUL RESULT
The recipient can access the approved subset and understands the purpose, next step and agreed handling responsibilities.
MAKE THE FIRST EXCHANGE COUNT
Test the details.
Then repeat with confidence.
Use the example package as a starting point for a small, representative trial. Agree the success criteria with the person who will actually receive the files.
Check completeness
Approved records subset should be easy to identify in the inventory. Open the delivery copy independently of your working folder to catch missing files or local dependencies.
Walk through access
Test with the intended recipient role and receiving environment. Confirm the access conditions, the instructions and the route for getting help.
Agree what success means
The recipient can access the approved subset and understands the purpose, next step and agreed handling responsibilities. Record any remaining questions before making the exchange part of routine work.
FROM PREPARATION TO RECEIPT
Give each exchange
a clear sequence.
Use Authorised-Records-Pack.zip as an example of a defined package. Replace it with the approved files and instructions for your actual task.
Explore the MX feature set ↗- 01
Confirm the purpose and recipient
Check who is entitled to receive the information. Record the business purpose through your normal approval process before assembling the package.
- 02
Prepare an approved package
Choose the required files, check their versions and remove unrelated information. Include concise instructions so the recipient knows what to do next.
- 03
Apply the access conditions
Confirm authentication, availability and any download conditions for your service. MX's existing features include named access, MFA and configurable expiry controls.
- 04
Review the exchange
Check the recorded activity and follow up through the agreed process. Keep the exchange reference with the project or client record it supports.
DEFINE THE BOUNDARY
Check the fit
before the first file.
Follow your safeguarding, privacy and records policies. Confirm the lawful basis and the recipient's authority through the institution's process; software does not make that decision.
Assess the controls against a representative package and recipient. Confirm any mandatory capability, contract term or deployment requirement with the MX team before relying on it.
Discuss your exchange requirements ↗PRACTICAL QUESTIONS
What to know
before you begin.
Questions about file sharing for schools and education and the exchange workflow.
Can this replace the institution's record system?+
Keep the authoritative record and approval history in the institution's chosen systems. Assess MX for the particular exchange, with the responsible team confirming the service and process are suitable for the information involved.
Can every staff member share student records?+
Access and disclosure decisions belong to the institution. Establish who can approve and send each record type before introducing a new exchange workflow.
How should we prepare the files?+
Prepare only the records approved for the specific request. Check the approved version, any required dependencies and the recipient's ability to use the package. Include only the material needed for the purpose.
What should we verify during a trial?+
Test a representative exchange from sender preparation to recipient access. Check authentication, permissions, expiry behaviour and the activity available afterwards. Include the actual file types and recipient environment you expect to use.
Does an access expiry remove downloaded copies?+
Do not assume expiry deletes a recipient's local copy. Agree post-download handling and retention responsibilities, and confirm the precise behaviour of the service configuration you plan to use.
Where can we check product details and commercial terms?+
Use the current MX product information and confirm the proposed service with the team. Review the plans and pricing alongside your actual users, workflow and deployment requirements.
YOUR NEXT EXCHANGE STARTS HERE
Valuable data.
Better protected.
Put better controls around your next sensitive file exchange. See how MX fits your organisation's workflow.
7 days freeUp to 5 usersNo credit card
- Full feature access
- Unlimited file size transfers
- Named recipients and MFA
- Custom branding and upload portals