Retention Policy 2018Stoke Primary School |
Stoke Primary SchoolRecord Retention PolicyAgreed - May 2018 |
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This retention schedule contains recommended retention periods for the different record series created and maintained by the schools Data Protection Officer. This schedule refers to all information regardless of the media in which it is stored (if records are retained electronically any backup copies should be destroyed at the same time). Some of the retention periods are governed by statute. Others are guidelines following best practice. Every effort has been made to ensure that these retention periods are compliant with the requirements of the General Data Protection Regulations 2016. Except for those that are governed by statute, if record series are to be kept for longer or shorter periods than laid out in this document, the reasons for this need to be documented.
CONTENTS:
1 Child Protection ....……………………………………………………………………………………………..10
Child Protection files
Allegation of a child protection nature against a member of staff, including where the allegation is unfounded
2 Governors and Governing Body…..………………………………………………………………………....11
Minutes
Agendas
Reports Annual Parents’ meeting papers
Instruments of Government Trusts and Endowments
Action Plans Policy documents
Complaints files
Annual Reports required by the Department for Education
Proposals for schools to become, or be established as Specialist Status schools
3 Head Teacher and Senior Management ...………………………………………………………………….13
Log Books
Minutes of the Senior Management Team and other internal administrative bodies
Reports made by the head teacher or the management team
Records created by head teachers, deputy head teachers, heads of year and other members of staff with administrative responsibilities
Correspondence created by head teachers, deputy head teachers, heads of year and other members of staff with administrative responsibilities
Professional development plans
School development plans
4 Admissions Process…………………………………………………………………………..…………….….14
Admissions -if the admission is successful
Admissions - if the appeal is unsuccessful
Admissions – Secondary Schools - Casual
Proof of address supplied by parents as part of the admissions process
Supplementary Information form including additional information such as religion, medical conditions etc.
5 Pupils .............................................…………………………………………………………………….….…..16
Admission Registers
Attendance registers
Pupil Files Retained in Schools
Pupil files
Special Educational Needs files, reviews and Individual Education Plans
Correspondence Relating to Authorised Absence and Issues.
Examination results
Child Protection Information held on pupil file
Any other records created in the course of contact with pupils
Dyslexia Screening
6. Extra-curricular activities…………………………......………………….…..…………………………...….19
Parental permission slips for school trips – where there has been no major incident
Parental permission slips for school trips – where there has been a major incident
Records created by schools to obtain approval to run an Educational Visit outside the Classroom –Primary Schools
Records created by schools to obtain approval to run an Educational Visit outside the Classroom –Secondary Schools
Walking Bus registers
7 Special Educational Needs………………………....…………………………………………………………21
Statement maintained under The Education Act 1996 – Section 324
Proposed statement or amended statement
Advice and information to parents regarding educational needs
Accessibility Strategy
8 Curriculum……………....……………………………………………………………………………………….22
School Development Plan
Curriculum returns
Schemes of work
Timetable
Class record books
Mark Books
Record of homework
Pupils’ work
Examination results
SATS records - Examination Papers and Results
PAN reports
Value Added & Contextual Data
Self-Evaluation forms
9 Recruitment.………………………………………………………………………………………….…..………24
All records leading up to the appointment of a new Head Teacher
All records leading up to the new appointment of a new member of staff- unsuccessful candidate
All records leading up to the new appointment of a new member of staff- successful candidate
Interview notes and recruitment records
Pre-employment vetting information - DBS checks
Pre-employment vetting information – Evidence proving the right to work in the UK.
Proof of identity collected as part of the ‘portable’ enhanced DBS disclosure.
Timesheets, sick pay
Staff Personal files
Pre-employment vetting information (including CRB/DBS checks)
Disciplinary proceedings
Records relating to accident/injury at work
Records held under Retirement Benefits Schemes (Information Powers) Regulations 1995
Proofs of identity collected as part of the process of checking “portable” enhanced DBS disclosure
10 Health and Safety……………………………….……...……………………………….……………..………26
Health and Safety Policy Statement
Accessibility Plans
Accident Reporting
COSHH
Risk Assessments
Process of monitoring of areas where employees and persons are likely to have become in contact with asbestos
Process of monitoring of areas where employees and persons are likely to have come in contact with radiation
Fire Precautions log books
CCTV footage
11 Administrative ...………………………………………………………………………………….…………....28
Employer's Liability certificate
Inventories of equipment and furniture
General file series
School brochure or prospectus
Circulars (staff/parents/pupils) 46 Newsletters, ephemera
Visitors’ book
PTA/Old Pupils Associations
12 Asset Management and Insurance
Employer's Liability certificate
Inventories of equipment and furniture
13 Finance .……………………………………………………………………………………………………..…..30
Annual Accounts
Loans and grants
Contracts
Copy orders
Budget reports, budget monitoring etc.
Invoice, receipts and other records covered by the Financial Regulations
Annual Budget and background papers
Order books and requisitions
Delivery Documentation
Debtors’ Records
School Fund - Cheque books
School Fund -Paying in books
School Fund - Ledger
School Fund –Invoices
School Fund - Receipts
School Fund - Bank statements
Student grant applications
Free school meals registers
School meals summary sheets
Petty cash books
Annual appraisal/assessment records
14 Payroll……………………………………………………………………………………………………………32
Salary cards
Maternity pay records
Records held under Retirement Benefits Schemes (Information Powers) Regulations 1995
15 Property .........…………………………………………………………………………………………….…….33
Title Deeds
Plans
Maintenance and contractors
Leases
Lettings
Maintenance log books
Contractors’ Reports
16 Local Authority….……………………………………………………………………………………….……..34
Secondary transfer sheets (Primary
Attendance returns
Circulars from Local Authority
Census Returns
17 Central Government………...…………………………………………………………………….…..………35
HMI reports
OFSTED reports and papers
Returns
Circulars from Department for Children, Schools and Families
18 External Agreements………….....………………………………………………..……………………….…36
Service level agreements
Work Experience agreement
19 Schools Meals ......……………………………………………………………………………………………..37
Dinner Register
School Meals
Summary Sheets
20 Family Liaison Officers and Home School Liaison Assistants .......………………………………….38
Day Books
Reports for outside agencies - where the report has been included on the case file created by the outside agency
Referral forms
Contact data sheets
Contact database entries
Group Registers
Basic File Description |
Data Protection Issues |
Statutory Provisions |
Retention Period |
Action at the end of administrative life of the record |
|
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1.1 Child Protection Files |
Yes |
Education Act 2002, s175, related guidance “Safeguarding Children in Education” September 2004. |
DOB + 25 years |
SECURE DISPOSAL |
1.2 Allegation of a child protection nature against a member of staff, including where the allegation is unfounded. |
Yes |
“Keeping Children Safe in Education: Statutory Guidance for Schools and Colleges March 2015”; Working together to safeguard children. A guide to inter-agency working to safeguard and promote the welfare of children March 2015.
|
Until the person’s normal retirement age, or 10 years from the date of the allegation whichever is the longer. |
SECURE DISPOSAL- MUST BE SHREDDED |
NB: 1 year means 1 academic year.
Basic File Description |
Data Protection Issues |
Statutory Provisions |
Retention Period |
Action at the end of administrative life of the record |
|
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If dealing with confidential issues |
|
|
SECURE DISPOSAL[1] |
|
|
|
Permanent |
If the school is unable to store these then they should be offered to a secure archive service. |
|
|
|
Date of meeting + 3 years |
SECURE DISPOSAL |
2.2 Agendas |
If dealing with confidential issues |
|
One copy to be retained with master set of minutes. All other copies to be disposed of. |
SECURE DISPOSAL |
2.3 Reports |
If containing confidential information about staff |
|
Date of report + minimum 6 years or if minutes refer directly to individual reports then kept in existence with referenced report. |
SECURE DISPOSAL or retain with signed set of minutes |
2.4 Annual Parents meeting documents |
Potential |
S33 Education Act 2002 |
Date of meeting + minimum 6 years |
SECURE DISPOSAL |
2.5 Instruments of Government |
No |
|
Permanent |
Retain while school remains open or archived with a secure archiving company. |
2.6 Trusts and Endowments |
No |
|
Permanent |
Retain in school whilst operationally required or archived with a secure archiving company. |
2.7 Action Plans |
No |
|
Date of action plan + 3 years |
SECURE DISPOSAL |
2.8 Policy Documents |
No |
|
Retain in school whilst policy is operational (this includes if the expired policy is part of a past decision making process) |
SECURE DISPOSAL |
2.9 Records relating to complaints dealt with by Governing body. |
Yes |
Limitation Act 1980 |
Date of resolution of complaint + 6 years then review in case of contentious disputes. |
SECURE DISPOSAL |
2.10 Annual Reports required by the Department for Education |
No |
Education (Governors’ Annual Reports) (England)(Amendment)Regulations 2002.SI 2002 No 1171 |
Date of report + 10 years |
SECURE DISPOSAL |
2.11 Proposals for schools to become or be established as Specialist Status schools |
No |
|
Date proposal accepted or declined +3 years |
SECURE DISPOSAL |
Basic File Description |
Data Protection Issues |
Statutory Provisions |
Retention Period |
Action at the end of administrative life of the record |
|
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3.1 Log Books maintained by Head Teacher |
Yes if reference to individuals |
|
Date of last entry in the book + minimum 6 years then review |
SECURE DISPOSAL |
3.2 Minutes of the Senior Management Team and other internal administrative bodies |
Yes if reference to individuals |
|
Date of meeting + 3 years then review |
SECURE DISPOSAL |
3.3 Reports made by the Head Teacher or the Management Team |
Yes if reference to individuals |
|
Date of report + minimum 6 years then review |
SECURE DISPOSAL |
3.4 4 Records created by head teachers, deputy head teachers, heads of year and other members of staff with administrative responsibilities |
Yes if reference to individuals |
|
Closure of file + 6 years |
SECURE DISPOSAL |
3.5 Correspondence created by head teachers, deputy head teachers, heads of year and other members of staff with administrative responsibilities |
Yes if reference to individuals |
|
Date of correspondence + 3 years then review |
SECURE DISPOSAL |
3.6 Professional development plans |
Yes |
|
Life of the plan + 6 years |
SECURE DISPOSAL |
3.7 School development plans |
No |
|
Life of the plan + 3 years |
SECURE DISPOSAL |
Basic File Description |
Data Protection Issues |
Statutory Provisions |
Retention Period |
Action at the end of administrative life of the record |
|
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4.1 All records relating to the creation and implementation of the School Admissions Policy |
No |
School Admission Code |
Life of the Policy + 3 years then review |
SECURE DISPOSAL |
4.2 Admissions -if the admission is successful |
Yes |
School Admission Code |
Date of admission + 1 year and added to pupil file |
SECURE DISPOSAL |
4.3 Admissions - if the appeal is unsuccessful |
Yes |
School Admission Code |
Resolution of case + 1 year |
SECURE DISPOSAL |
4.4 Registry of admissions |
Yes |
School attendance: School attendance guidance for maintained schools, academies, independent schools and local authorities November 2016. |
Preserved for 3 years after entry |
Schools must notify the local authority when a pupil’s name is to be deleted from the admission register under regulation 8 of the Education (Pupil Registration) (England) Regulations 2006 |
4.5 Admissions - Secondary Schools -Casual |
Yes |
|
End of student relationship + 1 year |
SECURE DISPOSAL |
4.6 Proofs of address supplied by parents as part of the admissions process |
Yes |
|
Current year + 1 year |
SECURE DISPOSAL |
4.7 Supplementary Information form including additional information such as religion, medical conditions etc. |
Yes |
|
End of student relationship + 1 year |
SECURE DISPOSAL |
Basic File Description |
Data Protection Issues |
Statutory Provisions |
Retention Period |
Action at the end of administrative life of the record |
|
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5.1 Admission Registers |
Yes |
|
Current year of last entry + 6 years |
SECURE ARCHIVE UNTIL Date of Destruction |
5.2 Attendance registers |
Yes |
School attendance: Departmental advice for maintained schools, academies, independent schools and local authorities 2016. |
Date of Register + 3 years |
SECURE DISPOSAL [If these records are retained electronically any backup copies should be destroyed at the same time] |
5.3 Pupil’s Educational Record |
Yes |
Education (Pupil Information) (England) Regulations 2005 SI 2005 No. 1437 |
|
SECURE DISPOSAL |
5.3a. PRIMARY |
|
|
Retain whilst the child remains at the school |
This file should follow the pupil when he/she leaves the primary school: · To another primary school · To a pupil referral unit |
5.3b. SECONDARY |
|
Limitation Act 1980 (Section 2) |
DOB of the pupil + 25 years |
SECURE DISPOSAL |
5.5 Special Educational Needs Files, review and Individual Education plans |
Yes |
|
DOB of the pupil + 25 years then review |
Review whether these are held by the Local Authority and if both require this data. SECURE DISPOSAL |
5.6 Correspondence Relating to Authorised Absence and Issues |
No |
|
Date of absence + 2 years |
SECURE DISPOSAL |
5.7 Examination results |
|
|
|
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5.7a. Public |
No |
|
This information should be added to pupil file |
All uncollected certificates to be returned to examining body |
5.7b. Internal |
Yes |
|
This information should be added to pupil file |
If these records are retained on the pupil file or in their National Record of Achievement they need only be kept for as long as operationally necessary. SECURE DISPOSAL |
5.8 Child Protection Information held on pupil file |
Yes |
“Keeping children safe in education Statutory guidance for schools and colleges March 2015.” “Working together to safeguard children. A guide to inter-agency working to safeguard and promote the welfare of children.” |
If any records relating to child protection issues are placed on the pupil file, it should be in a sealed envelope and then retained for the same period of time as the pupil file. |
SECURE DISPOSAL- these records must be shredded |
5.9 Child Protection Information held on separate files |
Yes |
“Keeping children safe in education Statutory guidance for schools and colleges March 2015.” “Working together to safeguard children. A guide to inter-agency working to safeguard and promote the welfare of children.” |
End of relationship with pupil + 1 year on the understanding that the principal copy of this information will remain with Local Authority social services. |
SECURE DISPOSAL- these records must be shredded |
5.10 Any other records created in the course of contact with pupils |
Yes/No |
|
Termination of student relationship + 6 years |
Review at the end of 6 years and either allocate a record retention policy or SECURE DISPOSAL. |
5.11 Student work |
Yes |
|
Return to student at end of academic year. If not possible, retain for current academic year + 1 year. |
SECURE DISPOSAL |
5.12 Dyslexia Screening |
Yes |
|
Primary – DOB + 25 years |
SECURE DISPOSAL |
Basic File Description |
Data Protection Issues |
Statutory Provisions |
Retention Period |
Action at the end of administrative life of the record |
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6.1 Parental permission slips for school trips - where there has been no major incident |
Yes |
|
Conclusion of the trip |
Although the consent forms could be retained for DOB + 25 years, the requirement for them is low. Possible to archive. |
6.2 Parental permission slips for school trips - where there has been a major incident |
Yes |
Limitation Act 1980 |
DOB of the pupil involved in the incident + 25 years The permission slips for all pupils on the trip need to be retained to show that the rules had been followed for all pupils |
SECURE DISPOSAL |
6.3 Records created by schools to obtain approval to run an Educational Visit outside the Classroom - Primary Schools |
No |
Outdoor Education Advisers’ Panel National Guidance website hhtp://oeapng.info specifically section 3 – “Legal Framework and Employer Systems” and Section4 “Good Practice”. |
Date of visit + 14 years |
SECURE DISPOSAL |
6.4 Records created by schools to obtain approval to run an Educational Visit outside the Classroom - Secondary Schools |
No |
Outdoor Education Advisers’ Panel National Guidance website hhtp://oeapng.info specifically section 3 – “Legal Framework and Employer Systems” and Section4 “Good Practice”. |
Date of visit + 10 years |
SECURE DISPOSAL |
6.5 Walking Bus registers |
Yes |
|
Date of register + 3 years This takes into account the fact that if there is an incident requiring an accident report the register will be submitted with the accident report and kept for the period of time required for accident reporting |
SECURE DISPOSAL |
Basic File Description |
Data Protection Issues |
Statutory Provisions |
Retention Period |
Action at the end of administrative life of the record |
|
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7.1 SEN files, reviews and individual educational plans |
Yes |
Limitation Act 1980 |
DOB + 25 years (maintained in student file) |
Review |
7.2 Statement maintained under The Education Act 1996 – Section 234 |
Yes |
Education Act 1996 |
DOB + 25 years (maintained in student file) |
SECURE DISPOSAL |
7.3 Advice and information to parents regarding educational needs |
Yes |
Special Educational Needs and Disability Act 2001 Section 2 |
DOB of pupil + 25 years (maintained in student file) |
SECURE DISPOSAL unless subject to a legal hold |
7.4 Accessibility Strategy |
Yes |
Special Educational Needs and Disability Act 2001 Section 14 |
DOB of pupil + 25 years (maintained in student file) |
SECURE DISPOSAL unless subject to a legal hold |
Basic File Description |
Data Protection Issues |
Statutory Provisions |
Retention Period |
Action at the end of administrative life of the record |
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8.1 School Development Plan |
No |
|
Current year + 6 years |
SECURE DISPOSAL |
8.2 Curriculum returns |
No |
|
Current year + 3 years |
SECURE DISPOSAL |
8.3 Schemes of work |
No |
|
Current year + 1 year |
It may be appropriate to review these records at the end of each year and allocate a new retention period or SECURE DISPOSAL |
8.4 Timetable |
No |
|
Current year + 1 year |
It may be appropriate to review these records at the end of each year and allocate a new retention period or SECURE DISPOSAL |
8.5 Class record books |
No |
|
Current year + 1 year |
It may be appropriate to review these records at the end of each year and allocate a new retention period or SECURE DISPOSAL |
8.6 Mark Books |
No |
|
Current year + 1 year |
It may be appropriate to review these records at the end of each year and allocate a new retention period or SECURE DISPOSAL |
8.7 Record of homework set |
No |
|
Current year + 1 year |
It may be appropriate to review these records at the end of each year and allocate a new retention period or SECURE DISPOSAL |
8.8 Pupils’ work |
No |
|
Current year + 1 year |
SECURE DISPOSAL |
8.9 Examination results SATS records - |
Yes |
|
SATS Should be recorded on the pupil’s educational file and will therefore be retained until the pupil reaches the age of 25 years. |
These may be passed on to HE or FE. SECURE DISPOSAL |
8.10 Examination Papers |
Yes |
|
|
SECURE DISPOSAL |
8.11 PAN Reports |
Yes |
|
Current year + 6 years |
SECURE DISPOSAL |
8.12 Value added and contextual Data |
Yes |
|
Current year + 6 years |
SECURE DISPOSAL |
8.13 Self Evaluation forms |
Yes |
|
Current year + 6 years |
SECURE DISPOSAL |
Basic File Description |
Data Protection Issues |
Statutory Provisions |
Retention Period |
Action at the end of administrative life of the record |
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9.1 All records leading up to the appointment of a new Head Teacher |
Yes |
|
Date of Appointment + 6 years |
SECURE DISPOSAL |
9.2 All records leading up to the new appointment of a new member of staff- unsuccessful candidate |
Yes |
|
Date of appointment of successful candidate + 6 months |
SECURE DISPOSAL |
9.3 All records leading up to the new appointment of a new member of staff- successful candidate |
Yes |
|
All relevant information to be added to staff personal file and all other info retained for 6 months |
SECURE DISPOSAL |
9.4 Interview notes and recruitment records |
Yes |
|
Date of interview + 6 months |
SECURE DISPOSAL |
9.5 Pre-employment vetting information - DBS checks |
Potential |
DBS Update service Employer Guide June 2014: Keeping children safe in education July 2015 (Dept. Education s73, 74). |
The school does NOT have to keep DBS certificates. If the schools does, do not keep for more than 6 months. |
SECURE DISPOSAL |
9.6 Pre-employment vetting information – Evidence proving the right to work in the UK. |
Yes |
An employer’s guide to right to work checks [Home Office August 2017] |
Store on staff personal file for duration of their employment + 2 years |
SECURE DISPOSAL |
9.7 Proof of identity collected as part of the ‘portable’ enhanced DBS disclosure. |
Yes |
|
Where possible these should be checked and a note kept of what was seen and checked. If it is felt necessary to keep copy documentation then this should be placed on the member of staff’s personal file. |
SECURE DISPOSAL |
9.8 Timesheets, sick pay |
Yes |
|
Current year + 6 years |
SECURE DISPOSAL |
9.9 Staff Personal files |
Yes |
Limitation Act 1980 (section 2) |
Date of termination + 6 years |
SECURE DISPOSAL |
9.10 Disciplinary proceedings: |
Where the warning relates to child protection issues see 1.2. If the disciplinary proceedings relate to a child protection matter please contact your safeguarding children officer for further advice. |
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9.10a oral warning |
Yes |
|
Date of warning + 6 months |
SECURE DISPOSAL |
9.10b written warning level 1 |
Yes |
|
Date of warning + 6 months |
SECURE DISPOSAL |
9.10c written warning level 2 |
Yes |
|
Date of warning + 12months |
SECURE DISPOSAL |
9.10d final warning |
Yes |
|
Date of warning + 18 months |
SECURE DISPOSAL |
9.10e case not found |
Yes |
|
If incident is child protection related see 1.2 otherwise dispose of at conclusion of the case. |
SECURE DISPOSAL |
9.11 Records relating to accident/injury at work |
Yes |
|
Date of incident + 12 years In the case of serious accidents a further retention period will need to be applied |
SECURE DISPOSAL |
9.12 Annual appraisal/assessment records |
Yes |
|
Current year + 5 years |
SECURE DISPOSAL |
Basic File Description |
Data Protection Issues |
Statutory Provisions |
Retention Period |
Action at the end of administrative life of the record |
|
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10.1 Health and Safety Policy Statement |
No |
|
Life of Policy + 3 years |
SECURE DISPOSAL |
10.2 Accessibility Plans |
No |
Equality Act 2010 |
Current year + 6 years |
SECURE DISPOSAL |
10.3 Accident reporting: |
Yes |
Social Security (Claims and Payments) Regulations 1979 Regulation 25. Social Security Administration Act 1992 Section 8. Limitation Act 1980 JSP 375 Pt.2 Vol 1 (V1.0 Jan 16) Government Guidance |
|
Retain copy of Health and Safety Policy published at the time of the accident with this file. |
|
|
|
Date of incident + 6 years |
SECURE DISPOSAL |
|
|
|
DOB + 25 years |
SECURE DISPOSAL |
10.4 Control Of Substances Hazardous to Health OSHH |
No |
Control of substances Hazardous to Health Regulations 2002. SI 2002 No 2677 Regulation 11; Records kept under the 1994 and 1999 Regulations to be kept as if the 2002 regulations had not been made. Regulation 18(2). |
Current year + 40 years |
SECURE DISPOSAL |
10.5 Risk Assessments |
No |
|
Life of risk assessment + 3 years |
SECURE DISPOSAL |
10.6 Process of monitoring of areas where employees and persons are likely to have become in contact with asbestos. |
No |
Control of Asbestos at work Regulations 2012 SI 1012 No 632 Regulation 19. |
Last action + 40 years |
SECURE DISPOSAL |
10.7 Process of monitoring of areas where employees and persons are likely to have come in contact with radiation |
No |
|
Last action + 50 years |
SECURE DISPOSAL |
10.8 Fire Precautions log books |
No |
|
Current year + 6 years |
SECURE DISPOSAL |
10.9 CCTV footage |
Yes |
|
Automatically destroyed after 30 days unless investigation. End of investigation + review. |
SECURE DISPOSAL |
Basic File Description |
Data Protection Issues |
Statutory Provisions |
Retention Period |
Action at the end of administrative life of the record |
|
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11.1 General Files series |
No |
|
Current year + 5 years then review
|
SECURE DISPOSAL |
|
11.2 Records relating to the creation and publication of the school brochure or prospectus |
No |
|
Current year + 3 years |
STANDARD DISPOSAL |
|
11.3 Records of circulars to staff parents or pupils |
No |
|
Current year + 1 year |
STANDARD DISPOSAL |
|
11.4 Newsletters and items with short operational use |
No |
|
Current year + 1 year |
STANDARD DISPOSAL |
|
11.5 Visitors Books and Signing in sheets |
Yes |
|
Current year + 6 years then review |
SECURE DISPOSAL |
|
11.6 PTA/Old Pupils Associations |
|
|
Current year + 6 years then review |
Review to see whether a further retention period is required |
|
Basic File Description |
Data Protection Issues |
Statutory Provisions |
Retention Period |
Action at the end of administrative life of the record |
|
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12.1 Employer's Liability certificate |
No |
|
School Closure + 40 years |
SECURE DISPOSAL |
12.2 Inventories of equipment and furniture |
No |
|
Current year + 6 years |
SECURE DISPOSAL |
12.3 Burglary, theft and vandalism report forms |
No |
|
Current year + 6 years |
SECURE DISPOSAL |
Basic File Description |
Data Protection Issues |
Statutory Provisions |
Retention Period |
Action at the end of administrative life of the record |
|
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13.1 Annual Accounts |
No |
Financial Regulations |
Current year + 6 years |
STANDARD DISPOSAL |
|
13.2 Loans and grants |
Yes |
Financial Regulations |
Date of last payment on loan + 12 years then review |
Review to see whether further retention is necessary |
|
13.3 Contracts |
No |
|
|
|
|
13.3a under seal |
No |
Limitation Act 1980 |
Last payment+ 12 years |
SECURE DISPOSAL |
|
13.3b under signature |
No |
Limitation Act 1980 |
Last payment + 6 years |
SECURE DISPOSAL |
|
13.3c monitoring records |
|
|
Current year + 2 years |
SECURE DISPOSAL |
|
13.4 Copy orders |
No |
|
Current year + 2 years |
SECURE DISPOSAL |
|
13.5 Budget reports, budget monitoring, budget statements etc. |
No |
|
Life of budget + 3 years |
SECURE DISPOSAL |
|
13.6 Invoice, receipts, other records covered by the Financial Regulations |
No |
|
Current financial year + 6 years |
SECURE DISPOSAL |
|
13.7 Annual Budget and background papers |
No |
|
Current financial year + 6 years |
SECURE DISPOSAL |
|
13.8 Order books and requisitions |
No |
|
Current financial year + 6 years |
SECURE DISPOSAL |
|
13.9 Delivery Documentation |
No |
|
Current financial year + 6 years |
SECURE DISPOSAL |
|
13.10 Debtors’ Records, Collection and Banking monies |
No |
Limitation Act 1980 |
Current financial year + 6 years |
SECURE DISPOSAL |
|
13.11 School Fund-Cheque books |
No |
|
Current year + 3 years |
SECURE DISPOSAL |
|
13.12 School Fund-Paying in book |
No |
|
Current year + 6 years then review |
SECURE DISPOSAL |
|
13.13 School Fund - Ledger |
No |
|
Current year + 6 years then review |
SECURE DISPOSAL |
|
13.14 School Fund - Invoices |
No |
|
Current year + 6 years then review |
SECURE DISPOSAL |
|
13.15 School Fund - Receipts |
No |
|
Current year + 6 years |
SECURE DISPOSAL |
|
13.16 School Fund - Bank statements |
No |
|
Current year + 6 years then review |
SECURE DISPOSAL |
|
13.17 School Fund-School Journey books |
No |
|
Current year + 6 years then review |
SECURE DISPOSAL |
|
13.18 Student grant applications |
Yes |
|
Current year + 3 years |
SECURE DISPOSAL |
|
13.19 Free school meals registers |
Yes |
|
Current year + 6 years |
SECURE DISPOSAL |
|
13.20 School meals summary sheet |
No |
|
Current year + 3 years |
SECURE DISPOSAL |
|
13.21 Petty cash books |
No |
|
Current year + 6 years |
SECURE DISPOSAL |
|
||||
14.1 Salary cards |
Yes |
|
|
|
14.2 Maternity pay records |
Yes |
Statutory Maternity Pay (General) Regulations 1986 (SI 1986/1960), revised 1999 (SI 1999/567) |
Current year + 3 years |
SECURE DISPOSAL |
14.3 Records held under Retirement Benefits Schemes (Information Powers) Regulations 1995 |
Yes |
|
Current year+ 6 years |
SECURE DISPOSAL |
Basic File Description |
Data Protection Issues |
Statutory Provisions |
Retention Period |
Action at the end of administrative life of the record |
|
||
|
|||||||
15.1 Title Deeds of property belonging to the school
|
No |
|
Permanent- These should follow the property unless the property has been registered at the Land Registry |
|
|||
15.2 Plans of property belonging to the school |
No |
|
Permanent |
Retain in school whilst operational |
|||
15.3 Maintenance and contractor records |
No |
|
Current year + 6 years |
SECURE DISPOSAL |
|||
15.4 Leases of property belonging to the school |
No |
|
Expiry of lease + 6 years |
SECURE DISPOSAL |
|||
15.5 Record relating to the Lettings of school premises |
No |
|
Current financial year + 6 years |
SECURE DISPOSAL |
|||
15.6 Maintenance log books |
No |
|
Current year + 6 years |
SECURE DISPOSAL |
|||
15.7 Contractors’ Reports |
No |
|
Current year + 6 years |
SECURE DISPOSAL |
|||
Basic File Description |
Data Protection Issues |
Statutory Provisions |
Retention Period |
Action at the end of administrative life of the record |
|
||||
16.1 Secondary transfer sheets (Primary) |
Yes |
|
Current year + 2 years |
SECURE DISPOSAL |
16.2 Attendance returns |
Yes |
|
Current year + 1 year |
SECURE DISPOSAL |
16.3 Circulars from Local Authority |
No |
|
Whilst required operationally then review |
SECURE DISPOSAL |
16.4 Census Returns |
No |
|
Operational Use |
SECURE DISPOSAL |
Basic File Description |
Data Protection Issues |
Statutory Provisions |
Retention Period |
Action at the end of administrative life of the record |
|
||||
17.1 OFSTED reports and papers |
No |
|
Life of report then review |
SECURE DISPOSAL |
17.2 Returns |
No |
|
Current year + 6 years |
SECURE DISPOSAL |
17.3 Circulars from Department for Children, Schools and Families |
No |
|
Operational Use |
SECURE DISPOSAL |
Basic File Description |
Data Protection Issues |
Statutory Provisions |
Retention Period |
Action at the end of administrative life of the record |
|
||||
18.1 Service Level Agreements |
Potential |
|
Until superseded |
SECURE DISPOSAL |
18.2 Data sharing agreements |
Potential |
|
Until superseded |
SECURE DISPOSAL |
18.3 Work experience agreements |
Yes |
|
DOB of pupil + 25 years |
SECURE DISPOSAL |
Basic File Description |
Data Protection Issues |
Statutory Provisions |
Retention Period |
Action at the end of administrative life of the record |
|
||||
19.1 Dinner Register |
Yes |
|
Current year + 3 years |
SECURE DISPOSAL |
19.2 School meals summary sheets |
|
|
Current year + 3 years |
SECURE DISPOSAL |
Basic File Description |
Data Protection Issues |
Statutory Provisions |
Retention Period |
Action at the end of administrative life of the record |
|
||||
20.1 Day Books |
Yes |
|
Current year + 2 years then review
|
SECURE DISPOSAL |
20.2 Reports for outside agencies - where the report has been included on the case file created by the outside agency |
Yes |
|
Termination of student relationship |
SECURE DISPOSAL |
20.3 Referral forms |
Yes |
|
While the referral is current |
SECURE DISPOSAL |
20.4 Contact data sheets |
Yes |
|
Current year then review, if contact is no longer active then destroy |
SECURE DISPOSAL |
20.5 Contact data base entries |
|
|
Current year then review, if contact is no longer active then destroy |
DELETE |
20.6 Group Registers |
Yes |
|
Current year + 2 years |
SECURE DISPOSAL |
[1] To mean shred/put into confidential waste bins.
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