Alumni management keeps the student record after enrolment ends rather than archiving it: contact details the alumnus maintains themselves, the year and section they left from, and a mailing capability. Documents they later need — mark sheets, bonafide letters — reprint from the original record.
This is a directory and a mailing list built on records you already hold. It is not fundraising software and it does not do campaign management.
Most schools rebuild their alumni list from scratch every time they need one, usually from a WhatsApp group and somebody’s memory — while the authoritative version sat in the student database the whole time, marked as inactive.
The commonest reason a former student contacts a school is a document — a duplicate mark sheet, a bonafide certificate, a character certificate for a job or a visa. Where the record was archived to a spreadsheet, that request is a search through boxes. Where it was retained, it is a reprint that carries the original issue details rather than being recomposed from what the system says today.
A person who left in 2014 did not consent to being mailed by the school in 2026 simply by having attended. Alumni mailing requires opt-in recorded against the record, and unsubscribing is honoured permanently rather than reset by the next import.
This is more conservative than most alumni tools and it is deliberate: the school holds this data because it was a school, not because it acquired a marketing list.
Phrased the way they arrive, answered so each one stands on its own.
Yes, through a link tied to their record, which is the only version of this that stays current.
No. It is a directory and a consented mailing capability on records you already hold.
As far back as your data does. Records are retained across academic years rather than purged at rollover, and migrated history comes across with it.
Checked by the Implementations desk on 6 September 2026. Corrections go in the page, dated, rather than quietly.
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