The rule for taking your data back before changing software: verify export before the decision to leave — on the day you buy. The system holding your students, attendance, fees and results, if it cannot hand them back, takes away the institution’s history. So verify the exit path on buying day itself.
The exit checklist
| # | Step | Verification question |
|---|---|---|
| 1 | Export format | Excel/PDF — opens and is usable? |
| 2 | Completeness | students, attendance, fees, results — all modules? |
| 3 | Relations | receipt numbers tied to student IDs? |
| 4 | Attachments | scans, photos included? |
| 5 | Frequency | unlimited exports, or limited? |
| 6 | Charges | free to export — how many times a year? |
The biggest test: the exported file must open and be usable in another system (even Excel) — password-locked files, proprietary formats or half-complete exports mean the exit door is closed.
The buying-day question list
- Is export free, unlimited?
- Do all modules’ data come together, or per module?
- Can non-admin roles run the export?
- After service end, how many days to collect data?
- Where are backups kept — whose duty?
Data exit: workflow steps and limitations
- On any live system, build the habit of a monthly export — an outside backup.
- Open and verify the exported file — being downloadable is not being usable.
- Limitation: export verification is not a one-time task — the need grows as the institution grows.
Exit: questions to ask before your demo
- Will the full dataset come in one click — show it in the demo?
- What is the service-end process — in writing?
- Which version opens the exported formats?
iilmaa’s own paths: fee management exports, the data-backup documentation and the data-ownership declaration on the security page — check them before buying.
Exit FAQ
How often should we export?
Once a month — right after each month-close; keep files in two places.
Is “data is yours” from a vendor enough?
No — demand proof: a complete demo export, opened and inspected. The file is the proof, not the sentence.
How do we reconcile against bank statements?
With gateways, match the settlement sheet beside the exported ledger — see the reconciliation guide.