Every look at a record leaves a traceEvery look at a record leaves a trace

An assistant principal opens the crop of a plate at full size to check a car that came through the east drive a minute ago. The crop appears. On that vehicle’s Activity tab, and on the school’s Audit page, a new line now says who opened it and when. The same is true of every correction to a plate, every live view, every export, and every change to the vehicle registry.

Routine work costs the person nothing extra. Adding a vehicle, registering a visitor, or renewing a permit is recorded without asking for a reason. Actions with more weight ask first. A live view opens with a box that says what will happen: “Your name, the time and your reason are saved to the audit log.”

A school owner preparing records for a request is asked for a reason and a second factor before the export starts. The page answers “Export started. We’ll let you know when it’s ready.” When it is ready, the download shows when it will expire, and the export itself is an entry in the history.

An evidence pack gathered for an investigation follows the same path. The owner gives a reason, confirms with a second factor, and the pack’s creation is written down with the same name and time as everything else.

Once a week the school’s owner receives an email that gathers the sensitive activity of the week: live views with who asked and why, exports, and any time Veramast staff had access to the school’s records. It is the owner’s own oversight instrument. A live view that should not have happened arrives there with a name beside it.

A person with legitimate access can still open a record they have no reason to open. When they do, their name and the time are on the Audit page, and an owner who wants to know who opened a particular vehicle last month filters the page to that vehicle and reads down the list.

The audit history has no edit and no delete. The page offers neither, and no one can change an entry, whether a school owner, an administrator, or anyone at Veramast. What a school has recorded stays as it was written.

Each line carries who did it, what they did, to which object, and when, plus the reason where one was required. The history is written so that it can be handed to an auditor without handing over the people in it.

What each person can read follows their role. A security officer can read back exactly which live views they started, which protects the officer as much as the school, and exporting the audit history belongs to the school owner alone.

When Veramast staff need to see a school’s records to help with a problem, the school is told who and why. The owners get an email when the access opens, and it stays listed afterward for the school to read.

A parent asks the front office what the school holds about the family’s car. The school receives the request and decides the answer, and an access response includes a list of every export and support session that involved that family.

The school’s Data and privacy page states what is stored and for how long. It is generated from the school’s actual settings, so it says only what is true.