The Records Transfer feature requires some initial setup. To access the configuration page, select Records Transfer | Records Transfer Config from the navigation menu. Only an Admin type of account can access this page.
Note: Records Transfer is currently considered a BETA feature. The Aeries administrator must set the <Beta> attribute to True in the AppSettings.config file for the feature to show in the navigation menu.
Additionally, the Aeries administrator must contact Aeries Support to obtain a District Authorization Code. To qualify as a beta tester, at least one neighboring district must be prepared to sign up at the same time so that actual transfers can take place.
The General Options section contains information that must be filled out in order to identify your district in the central registry of Aeries districts participating in Records Transfer.
District Authorization Code – A unique code that will be provided* by Aeries Software when you sign up as a participating district.
External URL – The URL of your public-facing Aeries Web instance. The site must use HTTPS and Anonymous IIS access.
Registered URL – This is the URL that is already registered for your district. If this ever needs to change, first change the value in the External URL field and then click the Update Records Transfer URL button to change your registered URL in the central registry.
In the Configured Schools section, you will enter contact information for each of your schools that will participate in the Records Transfer process. Not all schools need to be configured. For example, schools such as summer schools and the Inactives school will likely be excluded from this process.
Begin by clicking the Expand button under the Non-Configured Schools heading and choose the first school to configure.
CDS – This is the CDS code currently stored for this school in the LOC table. This value is not editable from the Records Transfer Configuration page and must be changed on the School Options page if it is incorrect.
Contact Name – The name of the person who will be requesting records on behalf of this school, such as the registrar.
Contact Email – The email address of the person who will be requesting records on behalf of this school. This field is required for the school to be considered “configured”.
Contact Phone – The phone number of the person who will be handling records requests for this school, in case the other school needs to call.
Incoming Request Email List – A list of email addresses, delimited by semicolon, to receive notification when a request for records is received for this school.
Repeat the steps above for each additional school that needs to be configured. There is no Save button on this page. The next time the page is loaded, all the schools for which information was entered will now appear under the Configured Schools heading. If more schools need to be added in the future, the steps above can be repeated. If a school needs to be removed, simply blank out all the information for that school, and that school will move back to the Non-Configured Schools area the next time the page is loaded.
Before the exchange of encrypted data can take place, your District’s public/private key pair must be created. Go to the District Options page by navigating to School Info | School Options and choosing school code 0. Click the Change button to continue.
The following information will display. Click the Generate Key Pair button.
After a moment, the following message will display. Click OK to continue and return to the District Options page.
Click the Save button to finish.
There is also an Update Auth Code button on this page. Clicking this has the same effect as updating the District Authorization Code on the Records Transfer Configuration page. If you have not already saved the District Authorization Code, this must be done before you can generate a key pair.
Now, when the page is in Edit mode, there will be a View Public Key button. Click this button to display your District’s public key. This is for informational purposes only. There should never be a need to use this information except when troubleshooting with Aeries Support.
*Aeries Software also provides this code when configuring Aeries Mobile Portal App (iOS, Android). If your district is already using the app, then the Authorization Code has already been entered into your system.