Proforma of individual records to be converted to electronic media Unique Identifier Full Name Date of Birth Type of Record Date to be Digitised (once known) Date completed Signed Name Designation Date completed Signed Name Designation Please contact [enter appropriate person] on [insert contact number] before destroying any records. The destruction of records must be authorised by your line manager.
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 Grant 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, order books and requisitions, delivery notices No Current financial year + 6 SECURE DISPOSAL 3.3.6 Records relating to the collection and banking of monies No Current financial year + 6 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 Basic 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 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 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
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 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 years 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 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 Information Management Toolkit for Schools · v5 · 01 February 2016 · 55