1.2 Head Teacher and Senior Management Team Basic file description Data Prot Issues Statutory Provisions Retention Period [Operational] Action at the end of the administrative life of the record 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 These 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 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 then review SECURE DISPOSAL 1.2.5 Correspondence created by head teachers, deputy head teachers, 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 years SECURE DISPOSAL 1.2.7 School Development No Life of the plan + 3 SECURE DISPOSAL Information Management Toolkit for Schools · v5 · 01 February 2016 · 39
3.3 Accounts and Statements including Budget Management Basic file description Data Prot Issues Statutory Provisions Retention Period [Operational] Action at the end of the administrative life of the record 3.3.1 Annual Accounts No Current year + 6 years STANDARD DISPOSAL 3.3.2 Loans and grants managed by the school No Date of last payment on the loan + 12 years then REVIEW SECURE DISPOSAL 3.3.3 Student applications Yes Current year + 3 years SECURE DISPOSAL 3.3.4 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 3.3.5 Invoices, receipts, books and requisitions, delivery notices No Current financial year + 6 years SECURE DISPOSAL 3.3.6 Records relating to the collection and banking of monies No Current financial year + 6 years SECURE DISPOSAL 3.3.7 Records relating to the identification and collection of debt No Current financial year + 6 years SECURE DISPOSAL 3.4 Contract Management file description Data Prot Statutory Retention Period [Operational] Action at the end of the Issues Provisions administrative life of the record 3.4.1 All records relating to the management of contracts under seal No Limitation Act 1980 Last payment on the contract + 12 years SECURE DISPOSAL 3.4.2 All records relating to the management of contracts under signature No Limitation Act 1980 Last payment on the contract + 6 years SECURE DISPOSAL 3.4.3 Records relating to the monitoring of contracts No Current year + 2 years SECURE DISPOSAL Information Management Toolkit for Schools · v5 · 01 February 2016 · 46
5.1 Pupil’s Educational Record file description Data Prot Issues Statutory Provisions Retention Period [Operational] Action at the end of the administrative life of the record This review took place as the Independent Inquiry on Child Sexual Abuse was beginning. In light of this, it is recommended that all records relating to child abuse are retained until the Inquiry is completed. This section will then be reviewed again to take into account any recommendations the Inquiry might make concerning record retention 5.1.3 Child Protection information held on Yes “Keeping children If any records relating to SECURE DISPOSAL – these records MUST be shredded pupil file safe in education child protection issues Statutory guidance are placed on the pupil for schools and file, it should be in a colleges March 2015”; sealed envelope and then “Working together to retained for the same safeguard children. A period of time as the guide to inter-agency pupil file. working to safeguard and promote the welfare of children March 2015” 5.1.4 protection information held in Yes “Keeping children DOB of the + 25 SECURE DISPOSAL – these records MUST be shredded separate files safe in education years then review Statutory guidance This retention period was for schools and agreed in consultation colleges March 2015”; with the Safeguarding “Working together to Children Group on the safeguard children. A understanding that the guide to inter-agency principal copy of this working to safeguard information will be found and promote the on the Local Authority welfare of children Social Services record 2015” Retention periods relating to allegations made against adults can be found in the Human Resources section of this retention schedule. Information Management Toolkit for Schools · v5 · 01 February 2016 · 50
7.2 Walking Bus Basic file description Data Prot Issues Statutory Provisions Retention Period [Operational] Action at the end of the administrative life of the record 7.2.1 Walking Bus Registers Yes Date of register + 3 years This takes into account the fact that if there is an incident requiring an accident report the register will be submitted with the accident report and kept for the period of time required for accident reporting SECURE DISPOSAL [If these records are retained electronically any back up copies should be destroyed at the same time] 7.3 Family Liaison Officers and Home School Liaison Assistants Basic file description Data Prot Issues Statutory Provisions Retention Period [Operational] Action at the end of the administrative life of the record 7.3.1 Day Books Yes Current year + 2 then review 7.3.2 Reports for outside agencies - where the report has been included on the case file created by the outside agency Yes Whilst child is attending school and then destroy 7.3.3 Referral forms Yes While the referral is current 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 Registers Yes Current year + 2 years Information Management Toolkit for Schools · v5 · 01 February 2016 · 55