1.1 Governing Body (continued…) Ref file description Data Protection Issues Retention Period [Operational] Action at the end of the administrative life of the record Annual Review Completed Tick (√) 1.1.5 Instruments of Government including Articles of Association No PERMANENT These should be retained in the school whilst the school is open and then offered to County Archives Service when the school closes. 1.1.6 Trusts and Endowments managed by the Governing Body No PERMANENT These should be retained in the school whilst the school is open and then offered to County Archives Service when the school closes. 1.1.7 Action plans created and administered by the Governing Body No Life of the action plan + 3 years SECURE DISPOSAL 1.1.8 Policy documents created and administered by the Governing Body No Life of the policy + 3 years SECURE DISPOSAL 1.1.9 Records relating to complaints with by the Governing Body Yes Date of the resolution of the complaint + a minimum of 6 years then review for further retention in case of contentious disputes SECURE DISPOSAL 1.1.10 Annual Reports created under the requirements of the Education (Governor’s Annual Reports) (England) (Amendment) Regulations 2002 No Date of report + 10 years SECURE DISPOSAL 1.1.11 Proposals concerning the change of status of a maintained school including Specialist Status Schools and Academies No Date proposal accepted or declined + 3 SECURE DISPOSAL 1.2 Head Teacher and Senior Management Team 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 (√)
1.2.1 Log books of activity in the school maintained by the Head Teacher 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 may be data protection issues if the minutes refers to individual pupils or members of staff Date of the meeting + 3 years then review SECURE DISPOSAL 1.2.3 Reports created by the Head Teacher or the Management Team 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 may be data protection issues if the records refer to individual pupils or members of staff Current academic year + 6 years then review SECURE DISPOSAL 1.2.5 Correspondence 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 correspondence refers to individual pupils or members of staff Date of correspondence + 3 years then review SECURE DISPOSAL 1.2.6 Professional Development Yes Life of the plan + 6 years SECURE DISPOSAL 1.2.7 School Development Plans No Life of the plan + 3 SECURE DISPOSAL 1.3 Admissions Process 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 (√) 1.3.1 All records relating to the creation and implementation of the School Admissions’ Policy No Life of the policy + 3 years then review SECURE DISPOSAL 1.3.2 Admissions – if the admission is successful Yes Date of admission + 1 year SECURE DISPOSAL
oral warning Date of warning + 6 months SECURE DISPOSAL [If warnings are placed on personal files then they must be weeded from the file] written warning – level 1 Date of warning + 6 months written warning – level 2 Date of warning + 12 months final warning Date of warning + 18 months case not found If the incident is protection related then see above otherwise dispose of at the conclusion of the case SECURE DISPOSAL 2.4 Health and Safety 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 (√) 2.4.1 Health and Safety Policy Statements No Life of policy + 3 years SECURE DISPOSAL 2.4.2 Health and Safety Risk Assessments No Life of risk assessment + 3 years SECURE DISPOSAL 2.4.3 Records relating to accident/ injury at work Yes Date of incident + 12 years In the case of serious accidents a further retention period will need to be applied SECURE DISPOSAL 2.4.4 Accident Reporting Yes Adults Date of the incident + 6 years SECURE DISPOSAL Children DOB of the child + 25 years SECURE DISPOSAL 2.4.5 Control of Substances Hazardous to Health (COSHH) No Current year + 40 years SECURE DISPOSAL 2.4.6 Process of monitoring of areas where employees and persons are likely to have become in contact with asbestos No Last action + 40 years SECURE DISPOSAL
7.1.2 Records created by schools to obtain approval to run an Educational Visit outside the Classroom – Secondary Schools No Date of visit + 10 years SECURE DISPOSAL 7.1.3 Parental consent for school trips where there has been no major incident Yes Conclusion of the trip Although the consent forms could be retained for DOB + 22 years, the requirement for them being needed is low and most schools do not have the storage capacity to retain every single consent form issued by the school for this period of time. 7.1.4 Parental permission slips for school trips – where there has been a major incident Yes DOB of the involved in the incident + 25 years The permission slips for all the pupils on the trip need to be retained to show that the rules had been followed for all pupils 7.2 Walking Bus Ref file description Data Protection Issues Retention Period [Operational] Action at the end of the administrative life of the record Annual Review Completed Tick (√) 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 Ref file description Data Protection Issues Retention Period [Operational] Action at the end of the administrative life of the record Annual Review Completed Tick (√) 7.3.1 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 forms Yes the referral is current