1.4.5 Visitors’ Books and Signing in Sheets Yes Current year + 6 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 deals with all matters of Human Resources management within the school. 2.1 Recruitment 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 (√) 2.1.1 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 staff – 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
2.4.7 Process of monitoring of areas where employees and persons are likely to have become in contact with radiation No Last action + 50 SECURE DISPOSAL 2.4.8 Fire Precautions log books No Current year + 6 SECURE DISPOSAL 2.4 Payroll and Pensions 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 (√) 2.5.1 Maternity pay records Yes Current year + 3 years SECURE DISPOSAL 2.5.2 Records held Retirement Benefits Schemes (Information Powers) Regulations 1995 Yes Current year + 6 years SECURE DISPOSAL Financial Management of the School This section deals with all aspects of the financial management of the school including the administration of school meals 3.1 Risk Management and Insurance 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 (√) 3.1.1 Employer’s Liability Insurance Certificate No Closure of the school + 40 years SECURE DISPOSAL 3.2 Asset Management 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 (√) 3.2.1 Inventories of furniture and equipment No Current year + 6 years SECURE DISPOSAL 3.2.2 Burglary, theft and vandalism report forms No Current year + 6 years SECURE DISPOSAL 3.3 Accounts and Statements including Budget Management 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 (√)
3.5.5 School Fund – Receipts No Current year + 6 years SECURE DISPOSAL 3.5.6 School Fund - Bank statements No Current year + 6 years SECURE DISPOSAL 3.5.7 School Fund – Journey Books No Current year + 6 years SECURE DISPOSAL 3.6 School 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 (√) 3.6.1 Free School Meals Registers Yes Current year + 6 SECURE DISPOSAL 3.6.2 School Meals Registers Yes Current year + 3 SECURE DISPOSAL 3.6.3 School Meals Summary Sheets No Current year + 3 SECURE DISPOSAL Property Management This section covers the management of buildings and property. 4.1 Property Management 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 (√) 4.1.1 Title deeds of properties belonging to the school No PERMANENT These should follow the property unless the property has been registered with the Land Registry 4.1.2 Plans of property belong to the school No These should be retained whilst the building belongs to the school and should be passed onto any new owners if the building is leased or sold. 4.1.3 Leases of property leased by or to the school No Expiry of lease + 6 years SECURE DISPOSAL 4.1.4 Records relating to the letting of school premises No Current financial year + 6 years SECURE DISPOSAL 4.2 Maintenance
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 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 when he/she leaves the primary school. Secondary Date of Birth of the pupil + 25 years SECURE DISPOSAL 5.1.2 Examination Results – Copies Yes Public This information should be added to the pupil file All uncollected certificates should be returned to the examination board. Internal This information should be to the pupil file
5.1.3 Child Protection information held on pupil file If any records relating to protection issues are placed on the pupil file, it should be in a sealed envelope and then retained for the same period of time as the pupil file. SECURE DISPOSAL – records MUST be shredded 5.1.4 Child protection information held in separate files DOB of the child + 25 years then review This retention period was agreed in consultation with the Safeguarding Children Group on the understanding that the principal copy of this information will be found on the Local Authority Social Services record SECURE DISPOSAL – these records MUST be shredded 5.2 Attendance 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 (√) 5.2.1 Attendance Registers Yes Every entry in the attendance register must be preserved for a period of three years after the date on which the entry was made. SECURE DISPOSAL 5.2.2 Correspondence relating to authorized absence Current academic year + 2 years SECURE DISPOSAL 5.3 Special Educational Needs 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 (√)
7.3.4 Contact data sheets Yes Current year then review, if contact is no longer active then destroy 7.3.5 Contact database entries Yes Current year then review, if contact is no longer active then destroy 7.3.6 Group Registers Yes Current year + 2 years 8. Central Government and Local Authority 8.1 Local Authority 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 (√) 8.1.1 Secondary Transfer Sheets (Primary) Yes Current year + 2 SECURE DISPOSAL 8.1.2 Attendance Returns Yes Current year + 1 year SECURE DISPOSAL 8.1.3 School Census Returns No Current year + 5 years SECURE DISPOSAL 8.1.4 Circulars and other information sent from the Local Authority No Operational use SECURE DISPOSAL 8.2 Central Government 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 (√) 8.2.1 OFSTED reports and papers No Life of the report then REVIEW SECURE DISPOSAL 8.2.2 Returns made to central government No Current year + 6 years SECURE DISPOSAL 8.2.3 Circulars and information sent from central government No Operational use SECURE DISPOSAL Appendix A – List of School Records and Data safely destroyed The following can be completed or alternatively documented in a spreadsheet. Ref Number File/Record Description Reference or Cataloguing Information Number of Files Destroyed Method of destruction Confirm (i) Safely destroyed