IMTKS2B.1 Pupil Files and/or record cards - Primary Education (Pupil Information) (England) Regulations 2005 (SI 2005/1437) 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 Yes OFFICIAL SENSITIVE IMTKS2B.2 Pupil Files and/or record cards - Secondary Education Information) (England) Regulations 2005 (SI 2005/1437) DOB of the pupil + 25 years1 Yes Yes OFFICIAL SENSITIVE IMTKS2B.3 Examination results - Public Year of examinations + 6 years No Yes IMTKS2B.4 Examination results - Internal examination results Current year + years 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 No Yes IMTKS2B.5 Any other records created in the course of contact with pupils Current year + 3 years then review Yes Yes OFFICIAL SENSITIVE
IMTKS2B.6 Images held of pupils together with any consents and permissions to publish All records relating to the image should be retained for the life of the image. The length of time the image is to be retained should be included on the privacy statement Yes Yes OFFICIAL IMTKS2C Special Educational Needs IMTKS2C.1 Special Educational Needs files, reviews and Individual Education Plans DOB of the pupil + 25 years Yes Yes OFFICIAL SENSITIVE IMTKS2C.2 Statement maintained under The Education Act 1996 - Section 324 Special Educational Needs and Disability Act 2001 Section 1 DOB + 30 Unless legal action is pending Yes Yes OFFICIAL SENSITIVE IMTKS2C.3 Proposed statement or amended statement Special Educational Needs and Disability Act 2001 Section 1 DOB + 30 years Unless legal action is pending Yes Yes OFFICIAL SENSITIVE IMTKS2C.4 Advice and information to parents regarding educational Special Educational Needs and Disability Act 2001 Section 2 Closure + 12 years Unless legal action is pending No Yes OFFICIAL SENSITIVE IMTKS2C.5 Accessibility Strategy Special Educational Needs and Disability Act 2001 Section 14 Closure + 12 years Unless legal action is pending Yes No OFFICIAL SENSITIVE
IMTKS2C.6 Pupil SEN Files DOB of pupil + 25 years then review unless legal action is pending. If so, it may be appropriate to add an additional retention period. Yes Yes OFFICIAL SENSITIVE IMTKS3 School Trips and Extra Curricular Activities Information Asset Register Information Information Risk Register Information Basic file description Statutory Provisions Retention Period Information Asset Owner Principal Record Keeper Business Critical Personal Information Protective Marking Information Risk Category IMTKS3A Educational Visits outside the Classroom IMTKS3A.1 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 visit + 14 years Yes No OFFICIAL SENSITIVE
IMTKS3C.1 All records relating to the organization of school residential trips Limitation Act 1980 Date of the residential visit + a minimum of 6 years then review Yes Yes OFFICIAL SENSITIVE IMTKS3D Walking Bus IMTKS3D.1 Walking Bus registers Date of register + 3 Yes Yes OFFICIAL SENSITIVE IMTKS4 School Management – Teaching and 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 Personal Information Protective Marking Information Risk Category IMTKS4A Senior Management Team IMTKS4A.1 Log Books Date of last entry in the book + 6 years Yes No IMTKS4A.2 Minutes of the Senior Management Team and internal administrative bodies Date of meeting + 5 years Yes Yes OFFICIAL IMTKS4A.3 Reports made by the Head Teacher or the management team Date of report + 3 Yes Yes OFFICIAL
IMTKS4A.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 Yes OFFICIAL IMTKS4A.5 Correspondence created by Head Teachers, Deputy Head Teachers, Heads of Year and other members of staff with administrative responsibilities Date of correspondence + 3 years Yes Yes OFFICIAL IMTKS4A.6 School development plans Closure + 6 years then review Yes No IMTKS4A.7 Professional development plans Closure + 6 years Yes Yes OFFICIAL IMTKS4A.8 Action Plans Date of action plan + 3 Yes No IMTKS4A.9 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 No IMTKS4B Curriculum Management IMTKS4B.1 Timetable Current year then review No No IMTKS4B.2 Curriculum development Current year + 6 years No No IMTKS4B.3 Curriculum returns Current year + 3 years No No IMTKS4B.4 School syllabus Current year then review No No IMTKS4B.5 Schemes of work Current year then review No No IMTKS4B.6 record books Current year then review No No
IMTKS4B.7 Mark Books Current year then review No No IMTKS4B.8 Record of homework set Current year then review No No IMTKS4B.9 Pupils’ work Current year then review No No IMTKS4B.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 Yes OFFICIAL SENSITIVE IMTKS5 Management of Schools - Administration 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 Personal Information Protective Marking Information Risk Category IMTKS5A Personnel Management IMTKS5A.1 Employer's Liability certificate Closure of the school + 40 years Yes IMTKS5A.2 Personal files Termination + 6 years Yes Yes OFFICIAL SENSITIVE IMTKS5A.3 Interview notes and recruitment records Date of interview + 6 months Yes Yes OFFICIAL SENSITIVE IMTKS5A.4 Pre-employment vetting information (including DBS checks) DBS guidelines Date of check + 6 months Yes Yes OFFICIAL SENSITIVE
IMTKS5A.5 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 Yes OFFICIAL SENSITIVE IMTKS5A.6 to Work in the UK checks Termination of employment + 2 Yes Yes OFFICIAL SENSITIVE IMTKS5A.7 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 Yes OFFICIAL SENSITIVE IMTKS5A.8 Disciplinary proceedings: written warnings The duration of the warning Yes Yes OFFICIAL SENSITIVE IMTKS5A.9 Annual appraisal or assessment records Current year + 5 years Yes Yes OFFICIAL SENSITIVE IMTKS5A.10 Images held of members of staff together with any consents and permissions to publish All records relating to the image should be retained for the life of the image. The length of time the image is to be retained should be included on the privacy statement Yes Yes OFFICIAL
IMTKS5B Health and Safety IMTKS5B.1 Policy Statements Date of expiry + 1 year [it may be necessary to keep one copy of each policy so that a history of what policies were in place at any time] Yes No IMTKS5B.2 Accessibility Disability Discrimination Act 1995 Current year + 6 years Yes Yes OFFICIAL SENSITIVE IMTKS5B.3 Records relating to accident/injury at work The Management of Health & Safety Work Regulations 1999 Health and Safety Work Act 1974 Date of incident + 12 years Yes Yes OFFICIAL SENSITIVE IMTKS5B.4 Accident Reporting – Children Limitation Act 1980 Date of birth + 22 years where the injured person is a minor the time of the accident Yes Yes OFFICIAL SENSITIVE IMTKS5B.5 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 + where the injured person is an adult at the time of the accident; Yes Yes OFFICIAL SENSITIVE IMTKS5B.6 Risk Assessments The Management of Health & Safety at Work Regulations 1999 Health and Safety at Work Act 1974 Current year + 3 years Yes No IMTKS5B.7 COSHH Risk Assessments Control of Substances Hazardous to Health (COSHH) Regulations 2002 Date of creation + 40 Yes No IMTKS5B.8 Incident reports Current year + 20 years Yes Yes OFFICIAL SENSITIVE IMTKS5B.9 Process of monitoring areas where employees and persons are likely to have become in contact with asbestos Control of Asbestos Regulations 2012 Last action + 40 years Yes No
IMTKS5B.10 Process of monitoring of areas where employees and persons are likely to have come in contact with radiation Ionising Radiations Regulations 2017 Last action + 50 Yes No IMTKS5B.11 Fire Safety Records including Fire Safety Audits Regulatory Reform (Fire Safety) Order 2005 Current year + 6 years Yes No IMTKS5B.12 Fire Risk Assessments Regulatory Reform (Fire Safety) Order 2005 Date the fire risk assessment expires + 6 years IMTKS5B.13 Fire Drill records Regulatory Reform (Fire Safety) Order 2005 Date of fire drill + 6 years Yes No IMTKS5C Payroll and Pensions IMTKS5C.1 Records relating to the management of the payroll HMRC - Compliance Handbook Manual CH15400 Financial year to which the payroll is run + 6 years IMTKS5C.2 Records held under Retirement Benefits Schemes (Information Powers) Regulations 1995 Retirement Benefits Schemes (Information Powers) Regulations 1995 Current year + 6 years Yes Yes OFFICIAL SENSITIVE IMTKS5C.3 Salary cards Last date of employment + 85 years Yes Yes OFFICIAL SENSITIVE IMTKS5C.4 Maternity pay records Statutory Maternity Pay (General) Regulations 1986 (SI 1986/1960), revised 1999 (SI 1999/567) Current year + 3yrs Yes Yes OFFICIAL SENSITIVE IMTKS5C.5 Timesheets, sick pay HMRC - Compliance Handbook Manual CH15400 Current year + 6 years Yes Yes OFFICIAL SENSITIVE IMTKS5D Financial Records IMTKS5D.1 Annual Accounts HMRC - Compliance Handbook Manual CH15400 Current year + 6 years Yes No
IMTKS5D.2 Loans and grants HMRC - Compliance Handbook Manual CH15400 Date of last payment on loan + 12 years then review to see whether a further retention period is required Yes No NOT PROTECTIVELY MARKED IMTKS5D.3 Inventories of equipment and furniture Current year + 6 years No No IMTKS5D.4 Annual Budget and background papers Current year + 6 Yes No IMTKS5D.5 Budget reports, budget monitoring etc Current year + 3 Yes No IMTKS5D.6 Contracts - under seal Limitation Act 1980 (Section 12) Contract completion date + 12 years Yes No IMTKS5D.7 Contracts - under signature Limitation Act 1980 (Section 2) Contract completion date + 6 years Yes No IMTKS5D.8 Contracts - monitoring records Current year + 2 years Yes No IMTKS5D.9 Order books and requisitions Current year + 6 Yes No IMTKS5D.10 Copy orders Current year + 2 years No No IMTKS5D.11 Delivery Documentation Current year + 6 years Yes No IMTKS5D.12 Invoice, receipts and other records covered by the HMRC - Compliance Handbook Manual CH15400 HMRC - Compliance Handbook Manual CH15400 Current year + 6 years Yes No IMTKS5D.13 Petty cash books HMRC - Compliance Handbook Manual CH15400 Current financial year + 6 years Yes No IMTKS5D.14 Debtors’ Records HMRC - Compliance Handbook Manual CH15400 Current year + 6 years Yes Yes IMTKS5D.15 Applications for free school travel, uniforms etc Whilst is at school No Yes OFFICIAL IMTKS5D.16 Student grant applications Current year + 3 years Yes Yes OFFICIAL
IMTKS5D.17 School Fund Records HMRC - Compliance Handbook Manual CH15400 Current year + 6 Yes No IMTKS5E Building Management IMTKS5E.1 Title Deeds Permanent Yes No IMTKS5E.2 Permanent Retain in school whilst operational Yes No OFFICIAL IMTKS5E.3 Records relating to maintenance and contractors HMRC - Compliance Handbook Manual CH15400 Current year + 6 years Yes No IMTKS5E.4 Maintenance log books Last entry + 10 years Yes No IMTKS5E.5 Contractors’ Reports Current year + 6 years Yes No IMTKS5E.6 Leases Expiry of lease + 6 years Yes No IMTKS5E.7 Lettings Current year + 3 years Yes No IMTKS5E.8 Burglary, theft and vandalism report forms Current year + 6 years Yes No IMTKS5E.9 Records relating to legionella and water checks The Management of Health & Safety at Work Regulations 1999 Health and Safety at Work Act 1974 Date of check + 3 years Yes No IMTKS5F School Meals IMTKS5F.1 Dinner Register Current year + 3 years Yes Yes OFFICIAL SENSITIVE IMTKS5F.2 School Summary Sheets Current year + 3 No No IMTKS5F.3 Free school meals registers HMRC - Compliance Handbook Manual CH15400 Current year + 6 years Yes Yes OFFICIAL IMTKS5G General Administration IMTKS5G.1 School brochure/prospectus Current year + 3 years No No IMTKS5G.2 General file series or correspondence files Current year + 5 years No No IMTKS5G.3 Circulars Current year + 1 year No No IMTKS5G.4 Newsletters, ephemera Current year + 1 year No No IMTKS5G.5 Visitors book Current year + 2 years No Yes OFFICIAL
IMTKS5G.6 Images held of pupils together with any consents and permissions to publish All records relating to the image should be retained for the life of the image. The length of time the image is to be retained should be included on the privacy statement Yes Yes OFFICIAL IMTKS5G.7 Records relating to the management of PTA/Old Pupils Associations Current year + 6 years No Yes OFFICIAL IMTKS5G.8 Records relating to the management of data subject access requests Current year + 3 years No Yes OFFICIAL IMTKS5G.9 Records relating to the management of freedom of information requests Current year + 3 No Yes OFFICIAL IMTKS6 Management of Schools – Safeguarding 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 Personal Information Protective Marking Information Risk Category IMTKS6A Adults
IMTKS6A.1 Records of allegations about workers who have been investigated and found to be without substance Information Commissioner Code of Practice: Employment Records 2002 - “Child 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 Yes OFFICIAL SENSITIVE IMTKS6A.2 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 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 Yes OFFICIAL SENSITIVE IMTKS7 Central Government and 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 Personal Information Protective Marking Information Risk Category IMTKS7A Local Authority IMTKS7A.1 Secondary transfer sheets (Primary) Current year + 2 years No Yes OFFICIAL SENSITIVE IMTKS7A.2 Attendance returns Current year + 1 year No No