This does not apply to institutions (such as most conservatoriums) that create student records directly in Music Monitor rather than importing from a main database.
Overview
When you import student details from the school database, students that have left the school will not be imported. The import process deletes all your students and replaces them with the imported set, so students who have left will no longer have a student record in Music Monitor.
Sometimes, however, they haven't notified YOU that they've left the school, so you still have active Tuition, Ensemble or Hire records for them!
Tidy Up Scripts
So Music Monitor has some scripts to help you identify and deal with these cases. The scripts are found at Common Tasks > General tidy-up, where you will see one for Ensembles, one for Loans & Hire, and one for Tuition.
The scripts will find any records in those files that do not have a related record in the Students file and display them in a list for you to check.
Note: The scripts use the Year Level field to search, so for conservatoriums this would find all of your adult students - most of whom are still current. So conservatoriums should not use this script.
You can then enter a termination/finish/return date in the records that need to be archived.
To quickly enter the same date for the whole found set:
In the Tuition file, you can use the More... button to Enter termination date for found set
In the Ensembles and the Loans & Hire files, you can use the Replace command. Enter a date in one of the records, then leave your cursor in that field and select Records from the menu at the very top of your screen, then Replace Field Contents.