Retention Policy 2018Stoke Primary School |
Stoke Primary SchoolRecord Retention PolicyAgreed - May 2018Updated - September 2019 |
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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.
1.1 Child Protection Files.
1.2 Allegation of a child protection nature against a member of staff, including where the allegation is unfounded.
2. Governors and Governing Body.
2.1 Minutes.
2.2 Agendas.
2.3 Trusts and Endowments Academies.
2.4 Instrument of Government Academies.
2.5 Reports.
2.6 Annual Parents meeting documents.
2.7 Instruments of Government.
2.8 Trusts and Endowments.
2.9 Action Plans.
2.10 Policy Documents.
2.11 Records relating to complaints dealt with by Governing body.
2.12 Annual Reports required by the Department for Education.
2.13 Proposals for schools to become or be established as Specialist Status schools.
3. Head Teacher and Senior Management Team.
3.1 Log Books maintained by Head Teacher.
3.2 Minutes of the Senior Management Team and other internal administrative bodies.
3.3 Reports made by the Head Teacher or the Management Team..
3.4 4 Records created by head teachers, deputy head teachers, heads of year and other members of staff with administrative responsibilities.
3.5 Correspondence created by head teachers, deputy head teachers, heads of year and other members of staff with administrative responsibilities.
3.6 Professional development plans.
3.7 School development plans.
4. Admissions Process.
4.1 All records relating to the creation and implementation of the School Admissions Policy.
4.2 Admissions -if the admission is successful
4.3 Admissions - if the appeal is unsuccessful
4.4 Registry of admissions.
4.5 Admissions - Secondary Schools -Casual
4.6 Proofs of address supplied by parents as part of the admissions process.
4.7 Supplementary Information form including additional information such as religion, medical conditions etc.
5. Pupils.
5.1 Admission Registers.
5.2 Attendance registers.
5.3 Pupil’s Education Record PRIMARY.
5.5 Special Educational Needs Files, review and Individual Education plans.
5.6 Correspondence Relating to Authorised Absence and Issues.
5.7 Examination results.
5.8 Child Protection Information held on pupil file.
5.9 Child Protection Information held on separate files.
5.10 Any other records created in the course of contact with pupils e.g. conduct/behaviour records.
5.11 Student work.
6. School Trips and Extra-curricular activities.
6.1 Parental permission slips for school trips - where there has been no major incident.
6.2 Parental permission slips for school trips - where there has been a major incident.
6.3 Records created by schools to obtain approval to run an Educational Visit outside the Classroom - Primary Schools.
6.4 Records created by schools to obtain approval to run an Educational Visit outside the Classroom - Secondary Schools.
6.5 Walking Bus registers.
7. Special Educational Needs.
7.1 SEN files, reviews and individual educational plans.
7.2 EHC Plans.
7.3 Advice and information to parents regarding educational needs.
7.4 Accessibility Strategy.
8. Curriculum.
8.1 Curriculum returns (expected outcomes for learning).
8.2 Schemes of work.
8.3 Timetable.
8.4 Class record sheets.
8.5 Mark Books/ Personalised Assessment Sheet.
8.6 Record of homework set.
8. 7 work.
8.8 Examination Papers.
8.9 PAN Reports.
8.10 Value added and contextual Data.
8.11 Self Evaluation forms.
9. Recruitment.
9.1 All records leading up to the appointment of a new Head Teacher.
9.2 All records leading up to the new appointment of a new member of staff- unsuccessful candidate.
9.3 All records leading up to the new appointment of a new member of staff- successful candidate.
9.4 Interview notes and recruitment records.
9.5 Pre-employment vetting information - DBS checks.
9.6 Pre-employment vetting information – Evidence proving the right to work in the UK.
9.7 Proof of identity collected as part of the ‘portable’ enhanced DBS disclosure.
9.8 Timesheets, sick pay.
9.9 Staff Personnel files.
9.10 Disciplinary proceedings:
9.11 Records relating to accident/injury at work.
9.12 Annual appraisal/assessment records.
10. Health and Safety.
10.1 Health and Safety Policy Statement.
10.2 Accessibility Plans.
10.3 Accident reporting:
10.4 Control Of Substances Hazardous to Health OSHH..
10.5 Risk Assessments and Personal Evacuation Plans.
10.6 Process of monitoring of areas where employees and persons are likely to have become in contact with asbestos.
10.7 Process of monitoring of areas where employees and persons are likely to have come in contact with radiation.
10.8 Emergency evacuation log books.
10.9 CCTV footage.
11. Administrative.
11.1 General Files series.
11.2 Records relating to the creation and publication of the school brochure or prospectus.
11.3 Records of circulars to staff parents or pupils.
11.4 Newsletters and items with short operational use.
11.5 Visitors Books and Signing in sheets.
11.6 PTA/Old Pupils Associations.
12. Asset management and Insurance.
12.1 Employer's Liability certificate.
12.2 Inventories of equipment and furniture.
12.3 Burglary, theft and vandalism report forms.
13. Finance.
13.1 Annual Accounts.
13.2 Loans and grants.
13.3 Contracts.
13.4 Budget reports, budget monitoring, budget statements etc.
13.5 Invoice, receipts, other records covered by the Financial Regulations.
13.6 Annual Budget and background papers.
13.7 Order books and requisitions.
13.8 Delivery Documentation.
13.9 Debtors’ Records, Collection and Banking monies.
13.10 School Fund-Cheque books.
13.11 School Fund-Paying in book.
13.12 School Fund - Ledger.
13.13 School Fund - Invoices.
13.14 School Fund - Receipts.
13.15 School Fund - Bank statements.
13.16 School Fund-School Journey books.
13.17 Student grant applications.
13.18 School meals summary sheet.
13.19 Petty cash books.
14. Payroll
14.1 Salary cards.
14.2 Maternity pay records.
14.3 Records held under Retirement Benefits Schemes (Information Powers) Regulations 1995.
15. Property.
15.1 Title Deeds of property belonging to the school
15.2 Plans of property belonging to the school
15.3 Maintenance and contractor records.
15.4 Leases of property belonging to the school
15.5 Record relating to the Lettings of school premises.
15.6 Maintenance log books.
15.7 Contractors’ Reports.
16. Local Authority.
16.1 Secondary transfer sheets (Primary).
16.2 Attendance returns.
16.3 Circulars from Local Authority.
16.4 Census Returns.
17. Central Government.
17.1 OFSTED reports and papers.
17.2 Returns.
17.3 Circulars from Department for Children, Schools and Families.
18. External agreements.
18.1 Service Level Agreements.
18.2 Data sharing agreements.
19. Attendance and Welfare.
19.1 Day Books.
19.2 Reports for outside agencies - where the report has been included on the case file created by the outside agency.
19.3 Referral forms.
19.4 Contact data sheets.
19.5 Contact data base entries.
19.6 Group Registers.
20. Data Protection.
Basic File Description |
Data Protection Issues |
Statutory Provisions |
Retention Period |
Action at the end of administrative life of the record |
Yes |
Education Act 2002, s175, related guidance “Safeguarding Children in Education” September 2004. |
Primary; retain while child remains in school then transfer. Review periodically if necessary to retain for a longer period of time (Independent Inquiry into Child Sexual Abuse). |
SECURE DISPOSAL |
|
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 |
Basic File Description |
Data Protection Issues |
Statutory Provisions |
Retention Period |
Action at the end of administrative life of the record |
If dealing with confidential issues |
|
|
SECURE DISPOSAL[1] |
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Permanent |
If the school is unable to store these then they should be offered to a secure archive service. |
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|
|
Date of meeting + 3 years |
SECURE DISPOSAL |
If dealing with confidential issues |
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One copy to be retained with master set of minutes. All other copies to be disposed of. |
SECURE DISPOSAL |
|
No |
|
Should be retained at the registered office whilst the academies are open |
Archive if closed |
|
No |
|
Should be retained at the registered office whilst the academies are open |
Archive if closed |
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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 |
|
Potential |
S33 Education Act 2002 |
Date of meeting + minimum 6 years |
SECURE DISPOSAL |
|
No |
|
Permanent |
Retain while school remains open or archived with a secure archiving company. |
|
No |
|
Permanent |
Retain in school whilst operationally required or archived with a secure archiving company. |
|
No |
|
Date of action plan + 3 years |
SECURE DISPOSAL |
|
No |
|
Retain in school whilst policy is operational (this includes if the expired policy is part of a past decision making process) |
SECURE DISPOSAL |
|
2.11 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 |
2.12 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 |
2.13 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 |
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 |
Yes if reference to individuals |
|
Date of report + minimum 6 years then review |
SECURE DISPOSAL |
|
Yes if reference to individuals |
|
Closure of file + 6 years |
SECURE DISPOSAL |
|
Yes if reference to individuals |
|
Date of correspondence + 3 years then review |
SECURE DISPOSAL |
|
Yes |
|
Life of the plan + 6 years |
SECURE DISPOSAL |
|
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 |
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 |
Yes |
School Admission Code |
Date of admission + 1 year and added to pupil file |
SECURE DISPOSAL |
|
Yes |
School Admission Code |
Resolution of case + 1 year |
SECURE DISPOSAL |
|
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 student’s name is to be deleted from the admission register under regulation 8 of the Education (Student Registration) (England) Regulations 2006 |
|
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 |
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 |
Yes |
|
Current year of last entry + 6 years |
SECURE ARCHIVE UNTIL Date of Destruction |
|
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] |
|
Yes |
Education (Pupil Information) (England) Regulations 2005 SI 2005 No. 1437 |
End of pupil relationship + 3 academic years where this is necessary to retain electronic records (Retain whilst the child remains at the school) |
SECURE DISPOSAL · To another primary school · To a pupil referral unit |
|
5.5 Special Educational Needs Files, review and Individual Education plans |
Yes |
|
Until end of pupil relationship |
Passed onto secondary school. Electronic records may be stored for a period of 3 years. |
5.6 Correspondence Relating to Authorised Absence and Issues |
No |
|
Date of absence + 2 years; if kept on education record please refer to 5.3 |
SECURE DISPOSAL |
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|
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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 |
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 |
|
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 and another copy will go to the school the child attends. |
SECURE DISPOSAL- these records must be shredded |
|
5.10 Any other records created in the course of contact with pupils e.g. conduct/behaviour records. |
Yes/No |
|
Termination of relationship with student + 3 years if kept electronically on IMS. |
Review if incident or passed to secondary/alternative school or SECURE DISPOSAL. |
Yes |
|
Return to student at end of academic year. If not possible, retain for current academic year + 1 year. |
SECURE DISPOSAL |
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Basic File Description |
Data Protection Issues |
Statutory Provisions |
Retention Period |
Action at the end of administrative life of the record |
6.1 Parental permission slips for school trips - where there has been no major incident |
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6.2 Parental permission slips for school trips - where there has been a 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. |
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 |
|
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 |
|
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 |
|
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 |
Yes |
Limitation Act 1980 |
End of pupil relationship and passed to secondary school + 3 years where this is stored on the IMS. |
Review |
|
Yes |
Section 37 The Children and Families Act 2014 |
End of pupil relationship + 3 years if stored on school IMS. |
Review and SECURE DISPOSAL |
|
7.3 Advice and information to parents regarding educational needs |
Yes |
Special Educational Needs and Disability Act 2001 Section 2 |
End of pupil relationship |
SECURE DISPOSAL unless subject to a legal hold |
Yes |
Special Educational Needs and Disability Act 2001 Section 14 |
End of pupil relationship |
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 |
Yes |
|
Current year + 3 years |
SECURE DISPOSAL |
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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 |
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No |
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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 |
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No |
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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 |
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No |
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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 |
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No |
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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 |
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Potentially |
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Current year + 1 year |
SECURE DISPOSAL |
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Yes |
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SECURE DISPOSAL |
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Yes |
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Termination of pupil at primary school transferred to secondary.
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SECURE DISPOSAL |
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Yes |
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Termination of pupil at primary school transferred to secondary.
|
SECURE DISPOSAL |
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Yes |
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Termination of pupil at primary school transferred to secondary.
|
SECURE DISPOSAL |
Basic File Description |
Data Protection Issues |
Statutory Provisions |
Retention Period |
Action at the end of administrative life of the record |
9.1 All records leading up to the appointment of a new Head Teacher. |
Yes |
|
Date of Appointment + 6 years from retirement. |
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 |
Yes |
|
Date of interview + 6 months |
SECURE DISPOSAL |
|
Yes |
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 June 2018] |
Store on staff personal file for duration of their employment + minimum2 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 |
Yes |
|
Current year + 6 years |
SECURE DISPOSAL |
|
Yes |
Limitation Act 1980 (section 2) |
Date of termination + 6 years |
SECURE DISPOSAL |
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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 |
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The school may wish to keep this information on the staff personal file |
SECURE DISPOSAL |
9.10b written warning level 1 |
Yes |
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SECURE DISPOSAL |
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9.10c written warning level 2 |
Yes |
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SECURE DISPOSAL |
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9.10d final warning |
Yes |
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SECURE DISPOSAL |
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9.10e case not found |
Yes |
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If incident is child protection related see 1.2 otherwise dispose of at conclusion of the case. |
SECURE DISPOSAL |
Yes |
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Date of incident +6 years or if kept on staff file then refer to personal file. In the case of serious accidents a further retention period will need to be applied |
SECURE DISPOSAL |
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Yes |
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Duration of time of School members of staff that are no longer at the school 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 |
No |
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Life of Policy + 3 years |
SECURE DISPOSAL |
|
No |
Equality Act 2010 |
Current year + 6 years |
SECURE DISPOSAL |
|
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 |
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Retain copy of Health and Safety Policy published at the time of the accident with this file. |
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Date of incident + 6 years |
SECURE DISPOSAL |
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|
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DOB + 25 years |
SECURE DISPOSAL |
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 |
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Potentially |
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Life of risk assessment + 3 years |
SECURE DISPOSAL |
|
No |
Control of Asbestos at work Regulations 2012 SI 1012 No 632 Regulation 19. |
Last action + 40 years |
SECURE DISPOSAL |
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No |
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Last action + 50 years |
SECURE DISPOSAL |
|
No |
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Current year + 6 years |
SECURE DISPOSAL |
|
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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No |
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Current year + 5 years then review
|
SECURE DISPOSAL |
|
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11.2 Records relating to the creation and publication of the school brochure or prospectus |
No |
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Current year + 3 years |
STANDARD DISPOSAL |
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No |
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Current year + 1 year |
STANDARD DISPOSAL |
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No |
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Current year + 1 year |
STANDARD DISPOSAL |
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Yes |
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Current year + 6 years then review |
SECURE DISPOSAL |
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|
|
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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 |
No |
|
School Closure + 40 years |
SECURE DISPOSAL |
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No |
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Current year + 6 years |
SECURE DISPOSAL |
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No |
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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 |
|
No |
Financial Regulations |
Current year + 6 years |
STANDARD DISPOSAL |
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Yes |
Financial Regulations |
Date of last payment on loan + 12 years then review |
Review to see whether further retention is necessary |
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No |
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13.3a under seal |
No |
Limitation Act 1980 |
Last payment+ 12 years |
SECURE DISPOSAL |
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13.3b under signature |
No |
Limitation Act 1980 |
Last payment + 6 years |
SECURE DISPOSAL |
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13.3c monitoring records |
|
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Current year + 2 years |
SECURE DISPOSAL |
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13.4 Budget reports, budget monitoring, budget statements etc. |
No |
|
Life of budget + minimum 3 years |
SECURE DISPOSAL |
|
13.5 Invoice, receipts, other records covered by the Financial Regulations |
No |
|
Current financial year + 6 years |
SECURE DISPOSAL |
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No |
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Current financial year + 6 years |
SECURE DISPOSAL |
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No |
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Current financial year + 6 years |
SECURE DISPOSAL |
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No |
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Current financial year + 6 years |
SECURE DISPOSAL |
||
No |
Limitation Act 1980 |
Current financial year + 6 years |
SECURE DISPOSAL |
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No |
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Current year + 3 years |
SECURE DISPOSAL |
||
No |
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Current year + 6 years then review |
SECURE DISPOSAL |
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No |
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Current year + 6 years then review |
SECURE DISPOSAL |
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No |
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Current year + 6 years then review |
SECURE DISPOSAL |
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No |
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Current year + 6 years |
SECURE DISPOSAL |
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No |
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Current year + 6 years then review |
SECURE DISPOSAL |
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No |
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Current year + 6 years then review |
SECURE DISPOSAL |
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Yes |
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Current year + 3 years |
SECURE DISPOSAL |
||
No |
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Current year + 3 years |
SECURE DISPOSAL |
||
No |
|
Current year + 6 years |
SECURE DISPOSAL |
Yes |
|
|
|
|
Yes |
Statutory Maternity Pay (General) Regulations 1986 (SI 1986/1960), revised 1999 (SI 1999/567) |
Current year + 6 years (if held) |
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 |
|
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No |
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Permanent- These should follow the property unless the property has been registered at the Land Registry. (If held) |
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No |
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Permanent |
Retain in school whilst operational |
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No |
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Current year + 6 years |
SECURE DISPOSAL |
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No |
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Expiry of lease + 6 years |
SECURE DISPOSAL |
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No |
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Current financial year + 6 years |
SECURE DISPOSAL |
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No |
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Current year + 6 years |
SECURE DISPOSAL |
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No |
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Current year + 6 years |
SECURE DISPOSAL |
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Basic File Description |
Data Protection Issues |
Statutory Provisions |
Retention Period |
Action at the end of administrative life of the record |
Yes |
|
Current year + 2 years |
SECURE DISPOSAL |
|
Yes |
|
Current year + 1 year if applicable |
SECURE DISPOSAL |
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No |
|
Whilst required operationally then review |
SECURE DISPOSAL |
|
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 |
No |
|
Life of report then review |
SECURE DISPOSAL |
|
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 |
Potential |
|
Retained with financial returns current year +6/ Until superseded |
SECURE DISPOSAL |
|
Potential |
|
Until superseded |
SECURE DISPOSAL |
Basic File Description |
Data Protection Issues |
Statutory Provisions |
Retention Period |
Action at the end of administrative life of the record |
Yes |
|
Current year + 2 years then review
|
SECURE DISPOSAL |
|
Yes |
|
Termination of student relationship |
SECURE DISPOSAL |
|
Yes |
|
While the referral is current |
SECURE DISPOSAL |
|
Yes |
|
Current year then review, if contact is no longer active then destroy |
SECURE DISPOSAL |
|
|
|
Current year then review, if contact is no longer active then destroy |
DELETE |
|
Yes |
|
Current year + 2 years |
SECURE DISPOSAL |
20.1 Subject Access Requests |
Yes |
Business need |
If responded: current year + 2 years then review
|
Review + SECURE DISPOSAL |
20.2 Freedom of Information Requests |
No |
Business need |
Current academic year + 2 years |
Review + DISPOSAL |
[1] To mean shred/put into confidential waste bins.
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