Oxford OX5 1GF Email: Phone: 01865 208 200 Version Control History First Edition – June 2018 Management of the School This section contains retention periods connected to the general management of the school. This covers the work of the Governing Body, the Headteacher and the senior management team, the admissions process and operational administration. 1.1 Governing Body Ref file description Data Protection Issues Retention Period [Operational] Action at the end of the administrative life of the record Annual Review Completed Tick (√) 1.1.1 Agendas for Governing Body meetings There may be data protection issues if the meeting is dealing with confidential issues relating to staff One copy should be retained with the master set of minutes. All other copies can be disposed of SECURE DISPOSAL 1.1.2 Minutes of Governing Body meetings There may be data protection issues if the meeting is dealing with confidential issues relating to staff Principal Set (signed) PERMANENT If the school is unable to store these then they should be offered to the County Archives Service Inspection Copies Date of meeting + 3 years If these minutes contain any sensitive, personal information they must be shredded. 1.1.3 Reports presented to the Governing Body may be data protection issues if the report deals with confidential issues relating to staff Reports should be kept for a minimum of 6 However, if the minutes refer directly to individual reports then the reports should be kept permanently SECURE DISPOSAL or retain with the signed set of the minutes 1.1.4 Meeting papers relating to the annual parents’ meeting held under section 33 of the Education Act 2002 No Date of the meeting + a minimum of 6 years SECURE DISPOSAL
1.2.1 Log books of activity in the school maintained by the Head Teacher There may be data protection issues if the log book refers to individual pupils or members of staff Date of last entry in the book + a minimum of 6 years then review could be of permanent historical value and should be offered to the County Archives Service if appropriate 1.2.2 Minutes of Senior Management Team meetings and the meetings of other internal administrative bodies There may be data protection issues if the minutes refers to individual pupils or members of staff Date of the meeting + 3 years then review SECURE DISPOSAL 1.2.3 Reports created by the Head Teacher or the Management Team There may be data protection issues if the report refers to individual pupils or members of staff Date of the report + a minimum of 3 years then review SECURE DISPOSAL 1.2.4 Records created by head teachers, deputy head teachers, heads of year and other members of staff with administrative responsibilities There may be data protection issues if the records refer to individual pupils or members of staff Current academic year + 6 years then review SECURE DISPOSAL 1.2.5 Correspondence created by head teachers, deputy head teachers, heads of year and other members of staff with administrative responsibilities There may be data protection issues if the correspondence refers to individual pupils or members of staff Date of correspondence + 3 years then review SECURE DISPOSAL 1.2.6 Professional Development Plans Yes Life of the plan + 6 SECURE DISPOSAL 1.2.7 School Development Plans No Life of the plan + 3 years SECURE DISPOSAL 1.3 Admissions Process Ref Basic file description Data Protection Issues Retention Period [Operational] Action at the end of the administrative life of the record Annual Review Completed Tick (√) 1.3.1 All records relating to the creation and implementation of the School Admissions’ Policy No Life of the policy + 3 then review SECURE DISPOSAL 1.3.2 Admissions – if the admission is successful Yes Date of admission + 1 year SECURE DISPOSAL
1.4.5 Visitors’ and Signing in Sheets Yes Current year + 6 years then REVIEW SECURE DISPOSAL 1.4.6 Records relating to the creation and management of Parent Teacher Associations and/or Old Pupils Associations No Current year + 6 years then REVIEW SECURE DISPOSAL Resources This section with all matters of Human Resources management within the school. 2.1 Recruitment Ref file description Data Protection Issues Retention Period [Operational] Action at the end of the administrative life of the record Annual Review Completed Tick (√) 2.1.1 All records leading up to the appointment of a new headteacher Yes Date of appointment + 6 years SECURE DISPOSAL 2.1.2 All records leading up to the appointment of a new member of – unsuccessful candidates Yes Date of appointment of successful candidate + 6 months SECURE DISPOSAL 2.13 All records leading up to the appointment of a new member of staff – successful candidate Yes All the relevant information should be added to the staff personal file (see below) and all other information retained for 6 months SECURE DISPOSAL 2.1.4 Pre-employment vetting information – DBS Checks No The school does not have to keep copies of DBS certificates. If the school does so the copy must NOT be retained for more than 6 months
oral warning Date of warning + 6 months SECURE DISPOSAL [If warnings are placed on personal files then they must be weeded from the file] written warning – level 1 Date of warning + 6 months written warning – 2 Date of warning + 12 months final warning Date of warning + 18 months case not found If the incident is protection related then see above otherwise dispose of at the conclusion of the case SECURE DISPOSAL 2.4 Health and Safety Ref Basic file description Data Protection Issues Retention Period [Operational] Action at the end of the administrative life of the record Annual Review Completed Tick (√) 2.4.1 Health and Safety Policy Statements No Life of policy + 3 years SECURE DISPOSAL 2.4.2 Health and Safety Risk Assessments No Life of risk assessment + 3 years SECURE DISPOSAL 2.4.3 Records relating to accident/ injury at work Yes Date of incident + 12 In the case of serious accidents a further retention period will need to be applied SECURE DISPOSAL 2.4.4 Accident Reporting Yes Adults Date of the incident + 6 years SECURE DISPOSAL Children DOB of the child + 25 years SECURE DISPOSAL 2.4.5 Control of Substances Hazardous to Health (COSHH) No Current year + 40 years SECURE DISPOSAL 2.4.6 Process of monitoring of where employees and persons are likely to have become in contact with asbestos No Last action + 40 SECURE DISPOSAL
Ref Basic file description Data Protection Issues Retention Period [Operational] Action at the end of the administrative life of the record Annual Review Completed Tick (√) 4.2.1 All records relating to the maintenance of the school carried out by contractors No Current year + 6 years SECURE DISPOSAL 4.2.2 All records relating to the maintenance of the school carried out by school employees including maintenance log books No Current year + 6 years SECURE DISPOSAL Pupil Management This section includes all records which are created during the time a pupil spends at the school. For information about accident reporting see under Health and Safety above 5.1 Pupil’s Educational Record Ref Basic file description Data Protection Issues Retention Period [Operational] Action at the end of the administrative life of the record Annual Review Completed Tick (√) 5.1.1 Pupil’s Educational Record required by The Education (Pupil Information) (England) Regulations 2005 Yes Primary Retain whilst the child remains at the primary school The file should follow the pupil when he/she leaves the primary school. Secondary Date of Birth of the pupil + 25 years SECURE DISPOSAL 5.1.2 Examination Results – Pupil Copies Yes Public This information should be to the pupil file All uncollected certificates should be returned to the examination board. Internal This information should be added to the pupil file