Management Basic file description Data Protection Issues Statutory Provisions Retention Period Action at the end of the administrative life of the record Log books of activity in the school maintained by the Head Teacher Yes Date of last entry in the book + 6 years Retain in the school for 6 years from the date of the last entry. Transfer to the Archives Minutes of the Senior Management Team and other internal administrative bodies Yes Date of meeting + 5 years Retain in the school for 5 years from meeting Transfer to the Archives Reports made by the Head Teacher or the management team Yes Date of report + 3 years Retain in the school for 3 years from meeting Transfer to the Archives Records created by Head Teachers, Deputy Head Teachers and other members of staff with administrative responsibilities Yes Current academic year + 6 years then review DESTROY Correspondence created by Head Teachers, Deputy Head Teachers and other members of staff with administrative responsibilities Yes Date of correspondence + 3 years DESTROY Professional development plans Yes Life of the plan + 6 years DESTROY School development plans No Life of the plan + 3 years DESTROY Admissions – if the admission is successful Yes School Admissions Code Statutory guidance for admission authorities, governing bodies, local authorities, schools adjudicators and admission appeals panels December 2014 Date of admission + 1 year DESTROY Admissions – if the appeal is unsuccessful Yes School Admissions Code Statutory guidance for admission authorities, governing bodies, local authorities, schools adjudicators and admission appeals panels December 2014 Resolution of case + 1 year DESTROY
Pupils Basic file description Data Protection Issues Statutory Provisions Retention Period Action at the end of the administrative life of the record Any other records created in the course of contact with pupils Yes Current year + 3 Review at the end of 3 and either allocate a further retention period or DESTROY Statement maintained The Education Act 1996 - Section 324 Yes SEN and Disability Act 2001 Section 1 DOB of the pupil + 25 years (This would normally be retained in the pupil file) DESTROY unless legal action is pending Advice and information to parents regarding educational Yes SEN and Disability Act 2001 Section 2 DOB of the pupil + 25 years (This would normally be retained in the pupil file) DESTROY unless legal action is pending Accessibility Strategy Yes Special Educational Needs and Disability Act 2001 Section 14 DOB of the pupil + 25 years (This would normally be retained in the pupil file) DESTROY unless action is pending Children’s SEN Files Yes SEN and Disability Act 2001 Section 1 DOB of + 25 years then review – it may be appropriate to add an additional retention period in certain cases DESTROY unless legal action is pending Parental permission slips for school – where there has been no major incident Yes Conclusion of the trip DESTROY Parental permission slips for school trips – where there has been a major incident Yes Limitation Act 1980 DOB of the involved in the incident + 25 years The permission slips for all pupils on the trip need to be retained to show that the rules had been followed for all pupils DESTROY Records created by schools to obtain approval to run an Educational Visit outside the Classroom. No Outdoor Education Advisers’ National Guidance specifically Section 3 “Legal Framework and Employer Systems” and Section 4 - “Good Practice”. Date of visit + 14 years DESTROY
Property Basic file description Data Protection Issues Statutory Provisions Retention Period Action at the end of the administrative life of the record Title Deeds Permanent Permanent these should follow the property unless the property has been registered at the Land Registry Offer to Archives if the deeds are no longer needed Plans Permanent Retain in school whilst operational to Archives Maintenance and contractors Financial Regulations Current year + 6 DESTROY Leases Expiry of lease + 6 years DESTROY Lettings Current year + 3 DESTROY Burglary, and vandalism report forms Current year + 6 years DESTROY Maintenance log books Last entry + 10 years DESTROY Contractors’ Reports Current year + 6 years DESTROY Department for Education Basic file description Data Protection Issues Statutory Provisions Retention Period Action at the end of the administrative life of the record OFSTED reports and papers No Replace former report with any new inspection report Review to see whether a further retention period is required Transfer to Archives Returns No Current year + 6 years DESTROY Circulars from Department for Education No Whilst operationally required Review to see whether a further retention period is required Transfer to Archives