Staff Data collection sheets (for purpose of updating staff personal data) Yes No Retention period Update system and secure disposal Timesheets Yes Current year + 6 SECURE DISPOSAL Annual appraisal/assessment records Yes Current year + 5 years SECURE DISPOSAL Management of Disciplinary and Grievance Processes File Description Data Protection Issues Statutory Provisions Retention Period (Operational) Action at the end of the administrative life of the record Allegation of a CP nature against a member of staff including where the allegation is unfounded Yes “KCSiE 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 longer then REVIEW. Note allegations that are found to be malicious should be removed from personnel files. If found they are to be kept on the file and a copy provided to the person concerned. SECURE DISPOSAL These records must be shredded Disciplinary Proceedings Oral warning Written warning -1 Written warning -2 Final warning Case not found Yes Date of warning + 6 months Date of warning + 6 months Date of warning + 12 months Date of warning + 18 months If the incident is CP related then see above otherwise dispose of at the conclusion of the case SECURE DISPOSAL (If warnings are placed on personnel then they must be weeded from the file) SECURE DISPOSAL Health and Safety Basic File Description Data Protection Issues Statutory Provisions Retention Period (Operational) Action at the end of the administrative life of the record H & S Policy Statements No Life of Policy + 3 years SECURE DISPOSAL
H & S Risk Assessments No Life of Risk Assessment + 3 SECURE DISPOSAL 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 Accident Reporting Adults Children Yes Social Security (Claims & Payments) Regs 1979 Regulation 25, Social Security Admin Act 1992 Sect. 8. Limitation Act 1980 Date of the incident + 6 years Date of the incident + 25 years SECURE DISPOSAL SECURE DISPOSAL Control of Substances Hazardous to Health (COSHH) No Control of Substances Hazardous to Health Regs 2002. SI 2002 No 2677 Regulation 11; Records kept under the 1994 and 1999 Regs to be kept as if the 2002 Regs had not been made. Regulation 18 (2) Current year + 40 years SECURE DISPOSAL Process of monitoring of areas where employees/persons are likely to have come in contact with asbestos No Control of Asbestos at Work Regulations 2012 SI 1012 No 632 Regulation 19 Last action + 40 SECURE DISPOSAL Process of monitoring of where employees and persons are likely to have become in contact with radiation No Last action + 50 years SECURE DISPOSAL Fire Precautions log books No Current year + 6 years SECURE DISPOSAL Payroll & Pensions Basic File Description Data Protection Issues Statutory Provisions Retention Period (Operational) Action at the end of the administrative life of the record Maternity Pay Records Yes Statutory Maternity Pay (General) Regulations 1986 Current year + 3 years SECURE DISPOSAL
Loans and grants managed by the school No Date of last payment on the loan + 12 years then REVIEW SECURE DISPOSAL Student Grant Applications Yes Current year + 3 years SECURE DISPOSAL All records relating to the creation and management of budgets including the Annual Budget Statement and background papers No Life of the budget + 3 years SECURE DISPOSAL Invoices, receipts, order books and requisitions, delivery notices No Current financial year + 6 years SECURE DISPOSAL Records relating to the collection and banking of monies No Current financial year + 6 years SECURE DISPOSAL Records relating to the identification and collection of debt No Current financial year + 6 years SECURE DISPOSAL Contract Management Basic File Description Data Protection Issues Statutory Provisions Retention Period (Operational) Action at the end of the administrative life of the record Records relating to management of contracts under seal No Limitation Act 1980 Last payment on the contract + 12 years SECURE DISPOSAL Records relating to the management of contracts signature No Limitation Act 1980 Last payment on the contract + 12 SECURE DISPOSAL Records relating to monitoring of contracts No Current + 2 years SECURE DISPOSAL School Fund Basic File Description Data Protection Issues Statutory Provisions Retention Period (Operational) Action at the end of the administrative life of the record School Fund – cheque books No Current + 6 years SECURE DISPOSAL