Schedule Part B Record no. Business record type Jack and Jill Preschool Retention schedule Authority Security Housekeeping 1 Enrolled children’s records - including (but not limited to) registers, photographs, observations, medication record books and accident record books pertaining to the children the child reaches the age of 21 - or until the child reaches the age of 24 for protection records Limitation Act 1980/The Statute of Limitations (Amendment) Act 1991 Normal limitation rules (which mean that an individual can claim for negligently caused personal injury up to 3 years after, or deliberately caused personal injury up to 6 years after the event) are postponed until a child reaches 18 years old. Locked archive Secure cloud storage Each January and July records are reviewed and shredded if necessary 2 Maximum 4 years from date of registration. If child is enroled then the data provided on the registration form is securely destroyed. If the child is removed from the waiting list then the registration form is securely destroyed. A child can be on the waiting list a maximum of 4 years. Registered interest - Parent and child records - registration form Determined internally due to legitamite business reason. Secure cloud storage Each intake (September, January and Easter) records are reviewed and deleted if necessary 3 Records of any reportable death, injury, disease or dangerous occurrence 3 years after the date on which it happened The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR) (SI 1995/3163) Locked archive Each January and July records are reviewed and shredded if necessary 4 Personnel files and training records (including disciplinary records and working time records) 6 years after employment ceases Chartered Institute of Personnel and Development Locked archive Encrypted cloud storage Each January and July records are reviewed and shredded if necessary
maternity period ends shredded if necessary VT Accountancy VT Accountancy 9 Statutory Sick Pay (SSP) records 3 years after the end of the tax year to which they relate The Statutory Sick Pay (General) Regulations 1982 (SI 1982/894) Locked archive Each January and July records are reviewed and shredded if necessary VT Accountancy VT Accountancy 10 Income tax and National Insurance returns/records At least 3 years after the end of the tax year to which they relate The Income Tax (Employments) Regulations 1993 (SI 1993/744) Locked archive Each January and July records are reviewed and shredded if necessary VT Accountancy VT Accountancy 11 Redundancy details, calculations of payments, refunds, notification to the Secretary of State 6 years from the date of redundancy Chartered Institute of Personnel and Development Locked archive Each January and July records are reviewed and shredded if necessary VT Accountancy VT Accountancy 12 Staff accident records 3 after the date of the last entry (there are separate rules for the recording of accidents involving hazardous substances) Social Security (Claims and Payments) Regulations 1979 (SI 1979/628) Locked archive Each January and July records are reviewed and shredded if necessary 13 Records of any reportable death, injury, disease or dangerous occurrence 3 years after the date on which it happened The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR) (SI 1995/3163) Locked archive Each January and July records are reviewed and shredded if necessary