5.6.5 Recommended Retention Periods IMTKS1 Governors Information Asset Register Information Information Risk Register Information Basic file description Statutory Provisions Retention Period Information Asset Owner Principal Copy Principal Record Keeper Business Critical Protective Marking Information Risk Category IMTKS1.1 Minutes - Principal set (signed) Permanent YES OFFICIAL IMTKS1.2 Minutes - Inspection copies Date of meeting + 3 years NO NOT PROTECTIVELY MARKED IMTKS1.3 Agendas – Principal copy Permanent YES NOT PROTECTIVELY MARKED IMTKS1.4 Agendas – Additional Copies Date of meeting NO NOT PROTECTIVELY MARKED IMTKS1.5 Reports Date of report + 6 years YES OFFICIAL IMTKS1.6 Annual Parents’ meeting papers Date of meeting + 6 years YES NOT PROTECTIVELY MARKED IMTKS1.7 Instruments of Government Permanent YES NOT PROTECTIVELY MARKED IMTKS1.8 Trusts and Endowments Permanent YES NOT PROTECTIVELY MARKED IMTKS1.9 Action Date of action plan + 3 YES NOT PROTECTIVELY MARKED
IMTKS1.10 Policy documents Expiry of policy Retain in school whilst policy is operational (this includes if the expired policy is part of a past decision making process) YES NOT PROTECTIVELY MARKED IMTKS1.11 Complaints files Date of resolution of complaint + 6 years then review for further retention in the case of contentious disputes YES OFFICIAL SENSITIVE IMTKS1.12 Annual Reports required by the Department for Education and Skills Education (Governors’ Annual Reports) () (Amendment) Regulations 2002.SI Date of report + 10 years YES NOT PROTECTIVELY MARKED IMTKS1.13 Proposals for schools to become, or be established as Specialist Status schools Current year + 3 YES NOT PROTECTIVELY MARKED
IMTKS2 Management Information Asset Register Information Information Risk Register Information Basic file description Statutory Provisions Retention Period Information Asset Owner Principal Copy Principal Record Keeper Business Critical Protective Marking Information Risk Category IMTKS2.1 Log Books Date of last entry in the book + 6 years Yes NOT PROTECTIVELY MARKED IMTKS2.2 Minutes of the Senior Management Team and other internal administrative bodies Date of meeting + years Yes OFFICIAL IMTKS2.3 Reports made by the Head Teacher or the management team Date of report + 3 years Yes OFFICIAL IMTKS2.4 Records created by Head Teachers, Deputy Head Teachers, Heads of Year and other members of staff with administrative responsibilities Closure of file + 6 years Yes OFFICIAL IMTKS2.5 Correspondence created by Head Teachers, Deputy Head Teachers, Heads of Year and other members of staff with administrative responsibilities Date of correspondence + 3 Yes OFFICIAL
IMTKS2.6 Professional development plans Closure + 6 years Yes NOT PROTECTIVELY MARKED IMTKS2.7 School development Closure + 6 then review Yes NOT PROTECTIVELY MARKED IMTKS2.8 Admissions – if the admission is successful Admission + year Yes OFFICIAL SENSITIVE IMTKS2.9 Admissions – if the appeal is unsuccessful Resolution of case + 1 year Yes OFFICIAL SENSITIVE IMTKS2.10 Admissions – Secondary Schools – Casual Current year + 1 year Yes OFFICIAL SENSITIVE IMTKS2.11 Proofs of address supplied by parents as part of the admissions process Current year + 1 year Yes OFFICIAL SENSITIVE IMTKS3 Pupils Information Asset Register Information Information Risk Register Information Basic file description Statutory Provisions Retention Period Information Asset Owner Principal Copy Principal Record Keeper Business Critical Protective Marking Information Risk Category IMTKS3.1 Admission Registers Permanent Yes OFFICIAL SENSITIVE IMTKS3.2 Attendance registers Date of register + 3 years Yes OFFICIAL SENSITIVE
IMTKS3.3 Pupil record cards - Primary Retain for the time which the pupil remains at the Primary School Transfer to the Secondary School (or other Primary School) when the child leaves the school Yes OFFICIAL SENSITIVE IMTKS3.4 Pupil record cards - Secondary DOB of the pupil + 25 years1 Yes OFFICIAL SENSITIVE IMTKS3.5 Pupil Files - Primary Retain for the time which the pupil remains at the Primary School Transfer to the Secondary School (or other Primary School) when the child leaves the school1 Yes OFFICIAL SENSITIVE IMTKS3.6 Pupil Files - Secondary DOB of the + 25 years1 Yes OFFICIAL SENSITIVE
IMTKS3.7 Special Educational Needs files, reviews and Individual Education Plans DOB of the pupil + 25 year1 Yes OFFICIAL SENSITIVE IMTKS3.8 Letters authorising absence Date of absence + 2 Yes OFFICIAL SENSITIVE IMTKS3.9 Absence Current year + 6 years Yes OFFICIAL SENSITIVE IMTKS3.10 Examination results - Public Year of examinations + 6 years No NOT PROTECTIVELY MARKED IMTKS3.11 Examination results - Internal examination results Current year + 5 years If 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 No NOT PROTECTIVELY MARKED IMTKS3.12 Any other records created in the course of contact with pupils Current year + 3 years then review Yes OFFICIAL SENSITIVE IMTKS3.13 Statement maintained under The Education Act 1996 - Section 324 Special Educational Needs and Disability Act 2001 Section 1 DOB + 30 years Unless action is pending Yes OFFICIAL SENSITIVE
IMTKS3.19 Parental permission slips for school trips – where there has been a major incident 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 Yes OFFICIAL SENSITIVE IMTKS3.20 Primary Schools Records created by schools to obtain approval to run an Educational Visit outside the Classroom 3 part supplement to the Health & Safety of Pupils on Educational Visits (HASPEV) (1998) Date of + 14 years Yes OFFICIAL SENSITIVE IMTKS3.21 Secondary Schools Records created by schools to obtain approval to run an Educational Visit outside the Classroom3 3 part supplement to the Health & Safety of Pupils on Educational Visits (HASPEV) (1998) Date of visit + 10 years4 Yes OFFICIAL SENSITIVE
IMTKS3.22 Walking Bus registers Date of register + 3 years Yes OFFICIAL SENSITIVE Curriculum Information Asset Register Information Information Risk Register Information Basic file description Statutory Provisions Retention Period Information Asset Owner Principal Copy Principal Record Keeper Business Critical Protective Marking Information Risk Category IMTKS4.1 Curriculum development Current year + 6 years No NOT PROTECTIVELY MARKED IMTKS4.2 Curriculum returns Current year + 3 years No NOT PROTECTIVELY MARKED IMTKS4.3 School syllabus Current year then review No NOT PROTECTIVELY MARKED IMTKS4.4 Schemes of work Current year then review No NOT PROTECTIVELY MARKED IMTKS4.5 Timetable Current year then review No NOT PROTECTIVELY MARKED IMTKS4.6 record books Current year then review No NOT PROTECTIVELY MARKED IMTKS4.7 Mark Books Current year then review No NOT PROTECTIVELY MARKED IMTKS4.8 Record of homework set Current year then review No NOT PROTECTIVELY MARKED IMTKS4.9 Pupils’ work Current year then review No NOT PROTECTIVELY MARKED
IMTKS4.10 SATS records including examination results. Exam papers should only be retained if they are required to evidence the results Current year + 6 years Yes OFFICIAL SENSITIVE IMTKS5 Personnel Records Held in Schools Information Asset Register Information Information Risk Register Information Basic file description Statutory Provisions Retention Period Information Asset Owner Principal Copy Principal Record Keeper Business Critical Protective Marking Information Risk Category IMTKS5.1 Timesheets, sick pay Financial Regulations Current year + 6 years Yes OFFICIAL SENSITIVE IMTKS5.2 Staff Personal files Termination + 7 years Yes OFFICIAL SENSITIVE IMTKS5.3 Interview notes and recruitment records Date of interview + 6 months Yes OFFICIAL SENSITIVE
IMTKS5.4 vetting information (including DBS checks) DBS guidelines Date of check + 6 months Yes OFFICIAL SENSITIVE IMTKS5.5 Disciplinary proceedings: case not found Take advice from Personnel if the proceedings were protection related otherwise destroy immediately at the conclusion of the case Yes OFFICIAL SENSITIVE IMTKS5.6 Disciplinary proceedings: written warning – level two Date of warning + 12 months Yes OFFICIAL SENSITIVE IMTKS5.7 Disciplinary proceedings: written warning – level one Date of warning + 6 months7 Yes OFFICIAL SENSITIVE IMTKS5.8 Disciplinary proceedings: oral warning Date of warning + 6 months7 Yes OFFICIAL SENSITIVE IMTKS5.9 Disciplinary proceedings: warning Date of warning + 18 months7 Yes OFFICIAL SENSITIVE IMTKS5.10 Records relating to accident/injury at work Date of incident + 12 years Yes OFFICIAL SENSITIVE IMTKS5.11 Annual appraisal or assessment records Current year + 5 Yes OFFICIAL SENSITIVE employment
IMTKS5.12 Salary cards Last date of + 85 years Yes OFFICIAL SENSITIVE IMTKS5.13 Maternity pay records Statutory Maternity Pay (General) Regulations 1986 (SI 1986/1960), revised 1999 (SI 1999/567) Current year + 3yrs Yes OFFICIAL SENSITIVE IMTKS5.14 Records held Retirement Benefits Schemes (Information Powers) Regulations 1995 Current year + 6 Yes OFFICIAL SENSITIVE IMTKS5.15 Proofs of identity collected as part of the process of checking “portable” enhanced DBS disclosure Where possible these should be checked and a note kept of what was seen and what has been checked. If it is felt necessary to keep copy documentation then this should be placed on the member of staff’s personal file. Yes OFFICIAL SENSITIVE
IMTKS5.16 Records of allegations about workers who have been investigated and found to be without substance Information Commissioner Code of Practice: Employment Records 2002 - Protection Procedures for Managing Allegations Against Staff within Schools and Education Services” (September 2008) p17 These records should not normally be retained once an investigation has been completed. Yes OFFICIAL SENSITIVE IMTKS5.17 Outcome of an allegation made against a staff member Safeguarding Children in Education Guidelines: Dealing with Allegations of Abuse against Teachers and Other Staff Safeguarding Children in Education and Safer Recruitment 2007 Para 5.1 Until the person has reached normal retirement age or for a period of 10 years from the date of the allegation if that is longer Yes OFFICIAL SENSITIVE IMTKS6 Health and Safety Information Asset Register Information Information Risk Register Information Basic file description Statutory Provisions Retention Period Information Asset Owner Principal Copy Principal Record Keeper Business Critical Protective Marking Information Risk Category
IMTKS6.1 Accessibility Disability Discrimination Act 1995 Current year + 6 years Yes OFFICIAL SENSITIVE IMTKS6.2 Accident Reporting – Children Social Security (Claims and Payments) Regulations 1979 Regulation 25. Social Security Administration Act 1992 Section 8. Limitation Act 1980 Date of birth + 22 years where the injured person is a minor at the time of the accident Yes OFFICIAL SENSITIVE IMTKS6.3 Accident Reporting – Adults Social Security (Claims and Payments) Regulations 1979 Regulation 25. Social Security Administration Act 1992 Section 8. Limitation Act 1980 Date of the accident + 4 where the injured person is an adult the time of the accident; Yes OFFICIAL SENSITIVE IMTKS6.4 COSHH Risk Assessments Date of creation + 40 years Yes NOT PROTECTIVELY MARKED IMTKS6.5 Incident reports Current year + 20 Yes OFFICIAL SENSITIVE IMTKS6.6 Policy Statements Date of expiry + 1 year Yes NOT PROTECTIVELY MARKED
IMTKS6.7 Risk Assessments Current year + 3 years Yes NOT PROTECTIVELY MARKED IMTKS6.8 Process of monitoring areas where employees and persons are likely to have become in contact with asbestos Last action + 40 Yes NOT PROTECTIVELY MARKED IMTKS6.9 Process of monitoring of areas where employees and persons are likely to have come in contact with radiation Last action + 50 years Yes NOT PROTECTIVELY MARKED IMTKS6.10 Fire Precautions log books Current year + 6 years Yes NOT PROTECTIVELY MARKED IMTKS7 Administrative Information Asset Register Information Information Risk Register Information Basic file description Statutory Provisions Retention Period Information Asset Owner Principal Copy Principal Record Keeper Business Critical Protective Marking Information Risk Category IMTKS7.1 Employer's Liability certificate Closure of the school + 40 years Yes NOT PROTECTIVELY MARKED IMTKS7.2 Inventories of equipment and furniture Current year + 6 years No NOT PROTECTIVELY MARKED
IMTKS7.3 School brochure/prospectus Current year + 3 years No NOT PROTECTIVELY MARKED IMTKS7.4 General file series Current year + 5 years No NOT PROTECTIVELY MARKED IMTKS7.5 Circulars (staff/parents/pupils) Current year + 1 year No NOT PROTECTIVELY MARKED IMTKS7.6 Newsletters, ephemera Current year + 1 year No NOT PROTECTIVELY MARKED IMTKS7.7 Visitors book Current year + 2 years No NOT PROTECTIVELY MARKED IMTKS7.8 PTA/Old Pupils Associations Current year + 6 years No NOT PROTECTIVELY MARKED IMTKS8 Financial Records Held in Schools Information Register Information Information Risk Register Information Basic file description Statutory Provisions Retention Period Information Asset Owner Principal Copy Principal Record Keeper Business Critical Protective Marking Information Risk Category IMTKS8.1 Annual Accounts Financial Regulations Current year + 6 Yes NOT PROTECTIVELY MARKED
IMTKS8.2 Loans and grants Financial Regulations Date of last payment on loan + 12 years then review to see whether a further retention period is required Yes NOT PROTECTIVELY MARKED IMTKS8.3 Contracts - under seal Contract completion date + 12 Yes NOT PROTECTIVELY MARKED IMTKS8.4 Contracts - signature Contract completion date + 6 years Yes NOT PROTECTIVELY MARKED IMTKS8.5 Contracts - monitoring records Current year + 2 Yes NOT PROTECTIVELY MARKED IMTKS8.6 Copy orders Current year + 2 years No NOT PROTECTIVELY MARKED IMTKS8.7 Budget reports, budget monitoring etc Current year + 3 years Yes NOT PROTECTIVELY MARKED IMTKS8.8 Invoice, receipts and other records covered by the Financial Regulations Financial Regulations Current year + 6 Yes NOT PROTECTIVELY MARKED IMTKS8.9 Annual Budget and background papers Current year + 6 Yes NOT PROTECTIVELY MARKED IMTKS8.10 Order books and requisitions Current year + 6 years Yes NOT PROTECTIVELY MARKED
IMTKS8.11 Delivery Documentation Current year + 6 years Yes NOT PROTECTIVELY MARKED IMTKS8.12 Debtors’ Records Limitation Act 1980 Current year + 6 years Yes NOT PROTECTIVELY MARKED IMTKS8.13 School Fund Records Current year + 6 years Yes NOT PROTECTIVELY MARKED IMTKS8.14 Applications for free school meals, travel, uniforms etc Whilst child is school No NOT PROTECTIVELY MARKED IMTKS8.15 Student applications Current year + 3 years Yes NOT PROTECTIVELY MARKED IMTKS8.16 Free school registers Financial Regulations Current year + 6 years Yes NOT PROTECTIVELY MARKED IMTKS8.17 Petty cash books Financial Regulations Indefinitely Yes NOT PROTECTIVELY MARKED IMTKS9 Property Records Held in Schools Information Asset Register Information Information Risk Register Information Basic file description Statutory Provisions Retention Period Information Asset Owner Principal Copy Principal Record Keeper Business Critical Protective Marking Information Risk Category IMTKS9.1 Title Deeds Permanent Yes NOT PROTECTIVELY MARKED IMTKS9.2 Permanent Retain in school whilst operational Yes OFFICIAL
IMTKS9.3 Maintenance and contractors Financial Regulations Current year + 6 years Yes NOT PROTECTIVELY MARKED IMTKS9.4 Leases Expiry of lease + 6 years Yes NOT PROTECTIVELY MARKED IMTKS9.5 Lettings Current year + 3 years Yes NOT PROTECTIVELY MARKED IMTKS9.6 Burglary, theft and vandalism report forms Current year + 6 years Yes NOT PROTECTIVELY MARKED IMTKS9.7 Maintenance log books Last entry + 10 years Yes NOT PROTECTIVELY MARKED IMTKS9.8 Contractors’ Reports Current year + 6 years Yes NOT PROTECTIVELY MARKED IMTKS10 Authority Information Asset Register Information Information Risk Register Information file description Statutory Provisions Retention Period Information Asset Owner Principal Copy Principal Record Keeper Business Critical Protective Marking Information Risk Category IMTKS10.1 Secondary transfer sheets (Primary) Current year + 2 years No OFFICIAL SENSITIVE IMTKS10.2 Attendance returns Current year + 1 year No NOT PROTECTIVELY MARKED
IMTKS10.3 Circulars from LA Whilst required operationally then review to see whether a further retention period is required No NOT PROTECTIVELY MARKED IMTKS11 DfE Information Asset Register Information Information Risk Register Information file description Statutory Provisions Retention Period Information Asset Owner Principal Copy Principal Record Keeper Business Critical Protective Marking Information Risk Category IMTKS11.1 OFSTED reports and papers Replace former report with any new inspection report then review to see whether a further retention period is required No NOT PROTECTIVELY MARKED IMTKS11.2 Returns Current year + 6 years No NOT PROTECTIVELY MARKED
IMTKS11.3 Circulars from DfE Whilst operationally required then review to see whether a further retention period is required No NOT PROTECTIVELY MARKED IMTKS12 Connexions Information Asset Register Information Information Risk Register Information Basic file description Statutory Provisions Retention Period Information Owner Principal Copy Principal Record Keeper Business Critical Protective Marking Information Risk Category IMTKS12.1 Service level agreements Until superseded Yes NOT PROTECTIVELY MARKED IMTKS12.2 Work Experience agreement DOB of + 18 years Yes OFFICIAL SENSITIVE IMTKS13 School Meals Information Asset Register Information Information Risk Register Information Basic file description Statutory Provisions Retention Period Information Asset Owner Principal Copy Principal Record Keeper Business Critical Protective Marking Information Risk Category
IMTKS13.1 Dinner Register Current year + 3 Yes OFFICIAL SENSITIVE IMTKS13.2 School Meals Summary Sheets Current year + 3 No NOT PROTECTIVELY MARKED IMTKS14 Family Liaison Officers and Parent Support Assistants Information Asset Register Information Information Risk Register Information file description Statutory Provisions Retention Period Information Asset Owner Principal Copy Principal Record Keeper Business Critical Protective Marking Information Risk Category IMTKS14.1 Day Books Current year + 2 years then review No OFFICIAL SENSITIVE IMTKS14.2 Reports for outside agencies – where the report has been included on the case file created by the outside agency Whilst the child is attending the school then destroy No OFFICIAL SENSITIVE IMTKS14.3 Referral forms the referral is current then add to child’s file No OFFICIAL SENSITIVE
IMTKS14.4 Contact data sheets Current year then review, if contact is no longer active then destroy No OFFICIAL SENSITIVE IMTKS14.5 Contact database entries Current year then review, if contact is no longer active then destroy No OFFICIAL SENSITIVE IMTKS14.6 Registers Current year + 2 No OFFICIAL SENSITIVE