• Inspection copies No Date of meeting + 3 years SHRED [If these minutes contain any sensitive personal information they should be shredded] 2.2 Agendas No Date of meeting SHRED 2.3 Reports No Date of report + 6 years Retain in school for 6 years from date of meeting Transfer to Archives [The appropriate archivist will then take a sample for permanent preservation] 2.4 Annual Parents’ meeting papers No Date of meeting + 6 years Retain in school for 6 years from date of meeting Transfer to Archives [The appropriate archivist will then take a sample for permanent preservation] 2.5 Instruments of Government No Permanent Retain in school whilst school is open Transfer to Archives when the school has closed 2.6 Trusts and Endowments No Permanent Retain in school whilst operationally required Transfer to Archives 2.7 Action Plans No Date of action plan + 3 years It may be appropriate to offer to the Archives for a sample to be taken if the 2 Governors Basic file description Data Prot Issues Statutory Provisions Retention Period [operational] Action at the end of the administrative life of the record
school has been through a difficult period 2.8 Policy documents No Expiry of policy Retain in school whilst policy is operational (this includes if the expired policy is part of a past decision making process) Transfer to Archives [The appropriate archivist will then take a sample for permanent preservation] 2.9 Complaints files Yes Date of resolution of complaint + 6 years Retain in school for the first six years Review for further retention in the case of contentious disputes routine complaints 2.10 Annual Reports required by the Department for Education and Skills No Education (Governors’ Annual Reports) (England) (Amendment) Regulations 2002.SI 2002 No 1171 Date of report + 10 years Transfer to Archives [The appropriate archivist will then take a sample for permanent preservation] 2.11 Proposals for schools to become, or be established as Specialist Status schools No Current year + 3 years Transfer to Archives [The appropriate archivist will then take a sample for permanent preservation] 3 Management
4.8a • Public No Year of examinations + 6 SHRED Any certificates left unclaimed should be returned to the appropriate Examination Board 4.8b • Internal examination results Yes Current year + 5 SHRED 4.9 Any other records created in the course of contact with pupils Yes/No Current year + 3 Review at the end of 3 and either allocate a further retention period or 4.10 Statement maintained under The Education Act 1996 - Section 324 Yes Special Educational and Disability Act 2001 Section 1 DOB + 30 years unless legal action is pending 4 Pupils Basic file description Data Prot Issues Statutory Provisions Retention Period [operational] Action at the end of the administrative life of the record
Basic file description Data Prot Issues Statutory Provisions Retention Period [operational] Action at the end of the administrative life of the record 7.1 Accessibility Plans Disability Discrimination Act Current year + 6 years SHRED 7.2 Accident Reporting Social Security (Claims and Payments) Regulations 1979 Regulation 25. Social Security Administration Act 1992 Section 8. Limitation Act 1980 7.2a • Adults Yes Date of incident + 7 years SHRED 7.2b • Children Yes DOB of child + 25 years 7 Health and Safety Basic file description Data Prot Issues Statutory Provisions Retention Period [operational] Action at the end of the administrative life of the record 7.3 COSHH Current year + 10 years [where appropriate an additional retention period may be allocated] SHRED 7.4 Incident reports Yes Current year + 20 years SHRED 7.5 Policy Statements Date of expiry + 1 year SHRED 7.6 Risk Assessments Current year + 3 years SHRED
8.3 General file series Current year + 5 Review to see whether a further retention period is required Transfer to Archives [The appropriate archivist will then take a sample for permanent preservation] 8.4 School brochure or prospectus Current year + 3 years Transfer to Archives [The appropriate archivist will then take a sample for permanent preservation] 8.5 Circulars (staff/parents/pupils) Current year + 1 year 8.6 Newsletters, ephemera Current year + 1 year Review to see whether a further retention period is required Transfer to Archives [The appropriate archivist will then take a sample for permanent preservation] 8.7 Visitors book Current year + 2 years Review to see whether a further retention period is required Transfer to Archives [The appropriate archivist will then take a sample for permanent preservation] 8.8 PTA/Old Pupils Associations Current year + 6 years Review to see whether a further retention period is required Transfer to Archives [The appropriate archivist will then take a sample for permanent preservation]
9 Finance Basic file description Data Prot Issues Statutory Provisions Retention Period [operational] Action at the end of the administrative life of the record 9.1 Annual Accounts Financial Regulations Current year + 6 Offer to the Archives 9.2 Loans and grants Financial Regulations Date of last payment on loan + 12 years Review to see whether a further retention period is required Transfer to Archives [The appropriate archivist will then take a sample for permanent preservation] 9.3 Contracts 9.3a • under seal Contract completion date + 12 years SHRED 9.3b • under signature Contract completion date + 6 SHRED 9.3c • monitoring records Current year + 2 years SHRED 9.4 Copy orders Current year + 2 years 9.5 Budget reports, budget monitoring etc Current year + 3 9.6 Invoice, receipts and other records covered by the Financial Regulations Financial Regulations Current year + 6
9.7 Annual Budget and background papers Current year + 6 years SHRED 9.8 Order books and requisitions Current year + 6 years SHRED 9 Finance Basic file description Data Prot Issues Statutory Provisions Retention Period [operational] Action at the end of the administrative life of the record 9.9 Delivery Documentation Current year + 6 SHRED 9.10 Debtors’ Records Limitation Act 1980 Current year + 6 years SHRED 9.11 School Fund – Cheque books Current year + 3 years SHRED 9.12 School Fund – Paying in Current year + 6 years then review SHRED 9.13 School Fund – Ledger Current year + 6 years then review SHRED 9.14 School Fund – Invoices Current year + 6 years then review SHRED 9.15 School Fund – Receipts Current year + 6 years SHRED
9.16 School Fund – Bank statements Current year + 6 years then review SHRED 9.17 School Fund – School Journey books Current year + 6 years then review SHRED 9.18 Applications for free school meals, travel, uniforms etc Whilst child at school SHRED 9.19 Student grant applications Current year + 3 SHRED 9.20 Free school meals registers Yes Financial Regulations Current year + 6 years SHRED 9 Finance Basic file description Data Prot Issues Statutory Provisions Retention Period [operational] Action at the end of the administrative life of the record 9.21 Petty cash books Financial Regulations Current year + 6 years SHRED 10 Property Basic file description Data Prot Issues Statutory Provisions Retention Period [operational] Action at the end of the administrative life of the record
12.2 OFSTED reports and papers Replace former report with any new inspection report Review to see whether a further retention period is required Transfer to Archives [The appropriate archivist will then take a sample for permanent preservation] 12.3 Returns Current year + 6 12.4 Circulars from Department for Children, Schools and Families Whilst operationally required Review to see whether a further retention period is required Transfer to Archives [The appropriate archivist will then take a sample for permanent preservation] 13 Basic file description Data Prot Issues Statutory Provisions Retention Period [operational] Action at the end of the administrative life of the record 13.1 Service level agreements Until superseded SHRED 13.2 Work Experience agreement DOB of child + 18 years SHRED 14 Meals file description Data Prot Issues Statutory Provisions Retention Period [operational] Action at the end of the administrative life of the record 14.1 Dinner Register C + 3 years SHRED 14.2 School Summary Sheets C + 3 years
16.4 Other Records - Administration file description Data Prot Issues Statutory Provisions Retention Period [operational] Financial Records 16.4.1 Financial records – accounts, statements, invoices, petty cash etc N Current year + 6 years Insurance 16.4.2 Insurance policies – Employers Liability N Employers Liability Financial Regulations The policies are kept for a minimum of 6 years and a maximum of 40 years depending on the type of policy 16.4.3 Claims made against insurance policies – damage to property Y Case concluded + 3 years 16.4.4 Claims made against insurance policies – personal injury Y Case concluded + 6 years Human Resources 16.4.5 Personal Files - records relating to an individual’s employment history Y12 Termination + 6 years then review