BISHOP CHALLONER

CATHOLIC COLLEGIATE SCHOOL

POLICY : RETENTION OF SCHOOL RECORDS

1. The purpose of the retention schedule

Under the Freedom of Information Act 2000, schools are required to maintain a
retention schedule listing the record series which the school creates in the course of its
business. The retention schedule lays down the length of time which the record needs
to be retained and the action which should be taken when it is of no further
administrative use.

Members of staff are expected to manage their current record keeping systems using
the retention schedule and to take account of the different kinds of retention periods
when they are creating new record keeping systems.

The retention schedule refers to all information, regardless of the media in which they
are stored.

2. Benefits of a retention schedule

There are a number of benefits which arise from the use of a complete retention
schedule:

a. Managing records against the retention schedule is deemed to be “normal

processing” under the Data Protection Act 1998 and the Freedom of Information
Act 2000. Provided members of staff are managing record series using the
retention schedule they can not be found guilty of unauthorised tampering with
files once a freedom of information request or a data subject access request has
been made.

b. Members of staff can be confident about destroying information at the appropriate

time.

c. Information which is subject to Freedom of Information and Data Protection

legislation will be available when required.

d. The school is not maintaining and storing information unnecessarily.

3. Maintaining and amending the retention schedule

Where appropriate the retention schedule should be reviewed and amended to include
any new record series created and remove any obsolete record series.

4. What to do with records once they have reached the end of their administrative
life

4a Destruction of records

Where records have been identified for destruction they should be disposed of in
an appropriate way. All records containing personal information, or sensitive policy
information should be shredded before disposal (if possible). Any other records
 should be bundled up and disposed of to a waste paper merchant or disposed of
in other appropriate ways.

The Freedom of Information Act 2000 requires the school to maintain a list of
records which have been destroyed and who authorised their destruction.
Members of staff should record at least:
- File reference (or other unique identifier);
- File title (or brief description);
- No of files
- The name of the authorising officer

This could be kept in an Excel spreadsheet or other database format.

4b Transfer of records to the Archives

Where records have been identified as being worthy of permanent preservation,

arrangements should be made to transfer the records to the Archives.
[insert contact details here]

4c Transfer of information to other media

Where lengthy retention periods have been allocated to records, members of staff
may wish to consider converting paper records to other media such as microform
or digital media. The lifespan of the media and the ability to migrate data where
necessary should always be considered.

5. Useful Contacts

Mrs Dawn Whelan Head of Admin

Mrs Sarah Johnson Business & Operations Manager
6.1 Governors

Basic file Data Statutory Retention Action at the end of the

description Prot Provisions Period administrative life of
Issues [operational] the record
Minutes
Principal set No Permanent Retain in Transfer to
(signed) school for 6 Archives
years from
date of
meeting
Inspection No Date of DESTROY
copies meeting + 3 [If these
years minutes
contain any
sensitive
personal
information
they should
be
shredded]
Agendas No Date of DESTROY
meeting
Reports No Date of report Retain in Transfer to
+ 6 years school for 6 Archives
years from [The
date of appropriate
meeting archivist will
then take a
sample for
permanent
preservatio
n]
Annual Parents’ No Date of Retain in Transfer to
meeting papers meeting + 6 school for 6 Archives
years years from [The
date of appropriate
meeting archivist will
then take a
sample for
permanent
preservatio
n]
Instruments of No Permanent Retain in Transfer to
Government school Archives
whilst when the
school is school has

3 OF 24 ADOPTED JAN 08
6.1 Governors

Basic file Data Statutory Retention Action at the end of the

description Prot Provisions Period administrative life of
Issues [operational] the record
open closed
Trusts and No Permanent Retain in Transfer to
Endowments school Archives
whilst
operationall
y required
Action Plans No Date of action DESTROY It may be
plan + 3 years appropriate
to offer to
the
Archives for
a sample to
be taken if
the school
has been
through a
difficult
period
Policy No Expiry of Retain in Transfer to
documents policy school Archives
whilst [The
policy is appropriate
operational archivist will
(this then take a
includes if sample for
the expired permanent
policy is preservatio
part of a n]
past
decision
making
process)
Complaints files Yes Date of Retain in
resolution of school for
complaint + 6 the first six
years years
Review for
further
retention in
the case of
contentious
disputes

4 OF 24 ADOPTED JAN 08
6.1 Governors

Basic file Data Statutory Retention Action at the end of the

description Prot Provisions Period administrative life of
Issues [operational] the record
Destroy
routine
complaints
Annual Reports No Education Date of report Transfer to
required by the (Governors’ + 10 years Archives
Department for Annual [The
Education and Reports) appropriate
Skills (England) archivist will
(Amendmen then take a
t) sample for
Regulations permanent
2002.SI preservatio
2002 No n]
1171
Proposals for No Current year + Transfer to
schools to 3 years Archives
become, or be [The
established as appropriate
Specialist archivist will
Status schools then take a
sample for
permanent
preservatio
n]

5 OF 24 ADOPTED JAN 08
6.2 Management

Basic file Data Statutory Retention Action at the end of the

description Prot Provision Period administrative life of the
Issue s [operational] record
s
Log Books Yes1 Date of last Retain in Transfer to
entry in the the the Archives
book + 6 school for
years 6 years
from the
date of
the last
entry.
Minutes of the Yes1 Date of Retain in Transfer to
Senior meeting + 5 the Archives
Management years school for [The
Team and 5 years appropriate
other internal from archivist will
administrative meeting then take a
bodies sample for
permanent
preservation]
Reports made Yes1 Date of report Retain in Transfer to
by the head + 3 years the Archives
teacher or the school for [The
management 3 years appropriate
team from archivist will
meeting then take a
sample for
permanent
preservation]
Records Yes1 Closure of file DESTRO
created by + 6 years Y
head teachers, If these
deputy head records
teachers, contain
heads of year sensitive
and other informatio
members of n they
staff with should be
administrative shredded
responsibilities

1
From January 1st 2005 subject access is permitted into unstructured filing systems and log
books and other records created within the school containing details about the activities of
individual pupils and members of staff will become subject to the Data Protection Act 1998.

6 OF 24 ADOPTED JAN 08
6.2 Management

Basic file Data Statutory Retention Action at the end of the

description Prot Provision Period administrative life of the
Issue s [operational] record
s
Corresponden No Date of DESTRO
ce created by corresponden Y
head teachers, ce + 3 years If these
deputy head records
teachers, contain
heads of year sensitive
and other informatio
members of n they
staff with should be
administrative shredded
responsibilities
Professional Yes Closure + 6 SHRED
development years
plans

School No Closure + 6 Review Offer to the

development years Archives
plans

7 OF 24 ADOPTED JAN 08
6.3 Pupils

Basic file Data Statutory Retention Action at the end of the

description Prot Provisions Period administrative life of
Issues [operational] the record
Admission Yes Date of last Retain in Transfer to
Registers entry in the the school the
book (or file) + for 6 years Archives
6 years from the
date of the
last entry.
Attendance Yes Date of register DESTROY
registers + 3 years [If these
records are
retained
electronicall
y any back
up copies
should be
destroyed
at the same
time]
Pupil record Yes
cards
- Primary Retain for the Transfer to
time which the the
pupil remains secondary
at the primary school (or
school other
primary
school)
when the
child leaves
the school.
In the case
of exclusion
it may be
appropriate
to transfer
the record
to the
Behaviour
Service
- Secondar DOB of the SHRED
y pupil + 25
years2

8 OF 24 ADOPTED JAN 08
6.3 Pupils

Basic file Data Statutory Retention Action at the end of the

description Prot Provisions Period administrative life of
Issues [operational] the record
Pupil files Yes

- Primary Retain for the Transfer to

time which the the
pupil remains secondary
at the primary school (or
school other
primary
school)
when the
child leaves
the school.
In the case
of exclusion
it may be
appropriate
to transfer
the record
to the
Behaviour
Service
- Secondar DOB of the SHRED
y pupil + 25
years3
Special Yes DOB of the SHRED
Educational pupil + 25
Needs files, year4
reviews and
Individual
Education Plans
Letters No Date of SHRED
authorising absence + 2
absence years
Absence books Current year + SHRED
6 years
Examination Yes
results
- Public No Year of DESTROY Any
examinations + certificates

2
In the case of exclusion it may be appropriate to transfer the record to the Behaviour Service
3
As above
4
As above

9 OF 24 ADOPTED JAN 08
6.3 Pupils

Basic file Data Statutory Retention Action at the end of the

description Prot Provisions Period administrative life of
Issues [operational] the record
6 years left
unclaimed
should be
returned to
the
appropriate
Examinatio
n Board
- Internal Yes Current year + DESTROY
examinati 5 years5
on
results

Any other Yes/No Current year + Review at

records created 3 years the end of
in the course of 3 years and
contact with either
pupils allocate a
further
retention
period or
DESTROY
Statement Yes Special DOB + 30 DESTROY
maintained Educational years unless legal
under The Needs and action is
Education Act Disability pending
1996 - Section Act 2001
324 Section 1
Proposed Yes Special DOB + 30 DESTROY
statement or Educational years unless legal
amended Needs and action is
statement Disability pending
Act 2001
Section 1
Advice and Yes Special Closure + 12 DESTROY
information to Educational years unless legal
parents Needs and action is
regarding Disability pending
educational Act 2001
needs Section 2
5
If these records are retained on the pupil file or in their National Record of Achievement they
need only be kept for as long as operationally necessary.

10 OF 24 ADOPTED JAN 08
6.3 Pupils

Basic file Data Statutory Retention Action at the end of the

description Prot Provisions Period administrative life of
Issues [operational] the record
Accessibility Yes Special Closure + 12 DESTROY
Strategy Educational years unless legal
Needs and action is
Disability pending
Act 2001
Section 14
Children SEN Yes Closure + 35 DESTROY
Files years unless legal
action is
pending

11 OF 24 ADOPTED JAN 08
6.4 Curriculum

Data Statutory Retention Action at the end of the

Basic file
Prot Provisions Period administrative life of the
description
Issues [operational] record
No Current year + DESTROY
Curriculum
6 years
development
Curriculum No Current year + DESTROY
returns 3 years
No Current year + It may be
1 year appropriate to
School review these records
syllabus at the end of each
year and allocate a
new retention period
or DESTROY
No Current year + It may be
1 year appropriate to
review these records
Schemes of
at the end of each
work
year and allocate a
new retention period
or DESTROY
No Current year + It may be
1 year appropriate to
review these records
Timetable at the end of each
year and allocate a
new retention period
or DESTROY
No Current year + It may be
1 year appropriate to
review these records
Class record
at the end of each
books
year and allocate a
new retention period
or DESTROY
No Current year + It may be
1 year appropriate to
review these records
Mark Books at the end of each
year and allocate a
new retention period
or DESTROY
Record of No Current year + It may be

12 OF 24 ADOPTED JAN 08
6.4 Curriculum

Data Statutory Retention Action at the end of the

Basic file
Prot Provisions Period administrative life of the
description
Issues [operational] record
1 year appropriate to
review these records
at the end of each
homework set
year and allocate a
new retention period
or DESTROY
No Current year + It may be
1 year appropriate to
review these records
Pupils’ work at the end of each
year and allocate a
new retention period
or DESTROY
Yes Current year + DESTROY
Examination
6 years [These records
results
should be shredded]
Yes Current year + DESTROY
SATS records 6 years [These records
should be shredded]
Yes Current year + DESTROY
PANDA
6 years [These records
reports
should be shredded]
Yes Current year + DESTROY
Value added
6 years [These records
records
should be shredded]

13 OF 24 ADOPTED JAN 08
6.5 Personnel

Basic file Data Statutory Retention Action at the end

description Prot Provisions Period of the
Issues [operational] administrative life
of the record
Timesheets, sick pay Yes Financial Current year SHRED
Regulations + 6 years
Staff Personal files Yes6 Termination + SHRED
7 years
Interview notes and Yes Date of SHRED
recruitment records interview + 6
months
Pre-employment No CRB Date of SHRED
vetting information guidelines check + 6 [by the designates
(including CRB months member of staff]
checks)
Disciplinary Yes Please note that all these
proceedings: retention periods where the
warning relates to child
protection issues may change in
light of any recommendations
made by the Bichard Inquiry.
- Oral warning Date of warning SHRED
+ 6 months If this is placed
on a personal
file, it must be
weeded from the
file.
- written Date of warning SHRED
warning – + 6 months If this is placed
level one on a personal
file, it must be
weeded from the
file.
- written Date of warning SHRED
warning – + 12 months If this is placed
level two on a personal
file, it must be
weeded from the
file.
- final warning Date of warning SHRED

6
These files should be subject to KCC’s open file policy where the employees are employed
by RECORDS MANAGEMENT SOCIETY OF GREAT BRITAIN as the Local Education
Authority.

14 OF 24 ADOPTED JAN 08
6.5 Personnel

Basic file Data Statutory Retention Action at the end

description Prot Provisions Period of the
Issues [operational] administrative life
of the record
+ 18 months If this is placed
on a personal
file, it must be
weeded from the
file.
- case not found DESTROY
immediately at
the conclusion
of the case
Records relating to Yes Date of incident Review at the
accident/injury at + 12 years end of this
work period. In the
case of serious
accidents a
further retention
period will need
to be applied
Annual No Current year + SHRED
appraisal/assessment 5 years
records
Salary cards Yes Last date of SHRED
employment +
85 years
Maternity pay records Yes Statutory Current year, SHRED
Maternity +3yrs
Pay
(General)
Regulations
1986 (SI
1986/1960),
revised
1999 (SI
1999/567)
Records held under Yes Current year + SHRED
Retirement Benefits 6 years
Schemes
(Information Powers)
Regulations 1995

15 OF 24 ADOPTED JAN 08
6.5 Health and Safety

Basic file Data Statutory Retention Action at the end of

description Prot Provisions Period the administrative life
Issues [operational] of the record
Accessibility Disability Current year + DESTROY
Plans Discriminatio 6 years
n Act
Accident Social
Reporting Security
(Claims and
Payments)
Regulations
1979
Regulation
25. Social
Security
Administratio
n Act 1992
Section 8.
Limitation
Act 1980
- Adults Yes Current year + SHRED
3 years
- Children Yes DOB + 25 SHRED
years7
COSHH Current year + Review
10 years [where
appropriate
an additional
retention
period may
be allocated]
Incident reports Yes Current year + SHRED
20 years
Policy Date of expiry DESTROY
Statements + 1 year
Risk Current year + DESTROY
Assessments 3 years
Process of Last action + DESTROY
monitoring of 40 years
areas where
employees and

7
A child may make a claim for negligence for 7 years from their 18th birthday. To ensure that
all records are kept until the pupil reaches the age of 25 this retention period has been
applied.

16 OF 24 ADOPTED JAN 08
6.5 Health and Safety

Basic file Data Statutory Retention Action at the end of

description Prot Provisions Period the administrative life
Issues [operational] of the record
persons are
likely to have
come in contact
with asbestos

Process of Last action + DESTROY

monitoring of 50 years
areas where
employees and
persons are
likely to have
come in contact
with radiation
Fire Precautions Current year + DESTROY
log books 6 years

17 OF 24 ADOPTED JAN 08
6.6 Administrative

Basic file Data Statutory Retention Action at the end of the

description Prot Provisions Period administrative life of the
Issues [operational] record
Permanent DESTROY
whilst the once the
Employer's Liability school is open school has
certificate closed
Inventories of Current year + DESTROY
equipment and 6 years
furniture
General file series Current year + Review to Transfer to
5 years see Archives
whether a [The
further appropriate
retention archivist will
period is then take a
required sample for
permanent
preservation]
School Current year + Transfer to
brochure/prospectus 3 years Archives
[The
appropriate
archivist will
then take a
sample for
permanent
preservation]
Circulars Current year + DESTROY
(staff/parents/pupils) 1 year
Newsletters, Current year + Review to Transfer to
ephemera 1 year see Archives
whether a [The
further appropriate
retention archivist will
period is then take a
required sample for
permanent
preservation]
Visitors’ book Current year + Review to Transfer to
2 years see Archives
whether a [The
further appropriate
retention archivist will

18 OF 24 ADOPTED JAN 08
6.6 Administrative

Basic file Data Statutory Retention Action at the end of the

description Prot Provisions Period administrative life of the
Issues [operational] record
period is then take a
required sample for
permanent
preservation]
PTA/Old Pupils’ Current year + Review to Transfer to
Associations 6 years see Archives
whether a [The
further appropriate
retention archivist will
period is then take a
required sample for
permanent
preservation]

19 OF 24 ADOPTED JAN 08
6.7 Finance

Basic file Data Statutory Retention Action at the end of the

description Prot Provisions Period administrative life of
Issues [operational] the record
Annual Accounts Financial Current year + Offer to the
Regulations 6 years Archives
Loans and grants Financial Date of last Review Transfer to
Regulations payment on to see Archives
loan + 12 whether [The
years a further appropriate
retentio archivist will
n period then take a
is sample for
required permanent
preservation]
Contracts
- under seal Contract SHRED
completion
date + 12
years
- under Contract SHRED
signature completion
date + 6 years
- monitoring Current year + SHRED
records 2 years
Copy orders Current year + SHRED
2 years
Budget reports, Current year + SHRED
budget monitoring 3 years
etc
Invoice, receipts Financial Current year + SHRED
and other records Regulations 6 years
covered by the
Financial
Regulations
Annual Budget Current year + SHRED
and background 6 years
papers
Order books and Current year + SHRED
requisitions 6 years
Delivery Current year + SHRED
Documentation 6 years
Debtors’ Records Limitation Current year + SHRED
Act 1980 6 years
School Fund – Current year + SHRED

20 OF 24 ADOPTED JAN 08
6.7 Finance

Basic file Data Statutory Retention Action at the end of the

description Prot Provisions Period administrative life of
Issues [operational] the record
Cheque books 3 years
School Fund – Current year + SHRED
Paying in books 6 years
School Fund – Current year + SHRED
Ledger 6 years
School Fund – Current year + SHRED
Invoices 6 years
School Fund – Current year + SHRED
Receipts 6 years
School Fund – Current year + SHRED
Bank statements 6 years
School Fund – Current year + SHRED
School Journey 6 years
books
Applications for Whilst child at SHRED
free school meals, school
travel, uniforms etc
Student grant Current year + SHRED
applications 3 years
Free school meals Yes Financial Current year + SHRED
registers Regulations 6 years
Petty cash books Financial Current year + SHRED
Regulations 6 years

6.8 Property

Basic file Data Statutory Retention Action at the end of

description Prot Provisions Period the administrative life
Issues [operational] of the record
Title Deeds Permanent These Offer to
should Archives
follow the
property
Plans Permanent Retain in Offer to
school whilst Archives
operational
then
Maintenance Financial Current year + DESTROY
and Regulation 6 years
contractors s
Leases Expiry of lease DESTROY

21 OF 24 ADOPTED JAN 08
6.8 Property

Basic file Data Statutory Retention Action at the end of

description Prot Provisions Period the administrative life
Issues [operational] of the record
+ 6 years
Lettings Current year + DESTROY
3 years
Burglary, theft Current year + SHRED
and 6 years
vandalism
report forms
Maintenance Last entry + 10 DESTROY
log books years
Contractors’ Current year + DESTROY
Reports 6 years

6.9 LEA

Basic file Data Statutory Retention Action at the end of the

description Prot Provisions Period administrative life of the
Issues [operational] record
Secondary Yes Current year + SHRED
transfer 2 years
sheets
(Primary)
Attendance Yes Current year + DESTROY
returns 1 year
Circulars from Whilst Review to Transfer to
LEA operationally see Archives
required whether a [The
further appropriate
retention archivist will
period is then take a
required sample for
permanent
preservation]

6.10DfES

Basic file Data Statutory Retention Action at the end of the

description Prot Provisions Period administrative life of the
Issues [operational] record
HMI reports These do not Transfer to
need to be Archives
kept any [The

22 OF 24 ADOPTED JAN 08
6.10DfES

Basic file Data Statutory Retention Action at the end of the

description Prot Provisions Period administrative life of the
Issues [operational] record
longer appropriate
archivist will
then take a
sample for
permanent
preservation]
OFSTED Replace Review to Transfer to
reports and former report see Archives
papers with any new whether a [The
inspection further appropriate
report retention archivist will
period is then take a
required sample for
permanent
preservation]
Returns Current year DESTROY
+ 6 years
Circulars Whilst Review to Transfer to
from DfES operationally see Archives
required whether a [The
further appropriate
retention archivist will
period is then take a
required sample for
permanent
preservation]

23 OF 24 ADOPTED JAN 08
6.11Connexions

Basic file Data Statutory Retention Action at the end of the

description Prot Provisions Period administrative life of the
Issues [operational] record
Service level Until SHRED
agreements superseded
Work DOB of child + SHRED
Experience 18 years
agreement

6.12School Meals

Basic file Data Statutory Retention Action at the end of the

description Prot Provisions Period administrative life of the
Issues [operational] record
Dinner Current year + SHRED
Register 3 years
School Current year + SHRED
Meals 3 years
Summary
Sheets

24 OF 24 ADOPTED JAN 08