School Records: Retention Schedule

Transcription

1 Code: = ermanent; = estroy; R = Review RECOR TYE HOW LONG TO KEE 1. MANAGEMENT 1.1. Minutes and reports of management team meetings 1.2. School development plans ermanent ermanent 1.3. HT s and eputy HT s personal files While current, +6yrs R Review when change of HT/eputy HT. 2. GOVERNING BOIES 2.1. Instruments ermanent and articles of government 2.2. Minutes and reports ermanent May include annual statements of account. NB. include minutes and reports of subcommittees and working parties Agenda papers and reports considered by governing bodies: a) FE, and LEA circulars While current Usually notifications of changes in legislation, proposed changes, etc. Consider keeping (b) Reports from School staff School s formal responses to changes. ermanent Relate to e.g. reports of working parties on curriculum, etc., submitted to Governors Action plans arising from Inspection ermanent 2.5. Records of complaints While current, +6yrs R Consider selecting more significant cases for permanent retention Corresp. files While current, +6yrs R 2.7. Records re endowments and trusts ermanent May relate to original endowment of School (if appropriate), or to scholarships/awards, etc. Church schools may not hold such. 3. SCHOOL ORGANISATION 1

2 Code: = ermanent; = estroy; R = Review RECOR TYE HOW LONG TO KEE 3.1. HT s official diary 3.2. School prospectus Current year, +1yr * *estroy unless used as a retrospective record of events, in which case treat as log book. ermanent Education Act Annual calendar of events While current, +2yrs R 3.4. Circulars to staff and pupils 3.5. Newsletters to parents 3.6. Minutes of staff meetings While current, +2yrs *estroy on the assumption that all important information is recorded in staff minutes or handbook, etc. (see 3.7. and 3.8.) ermanent May take form of Friday Note to parents. While current, +6yrs R Keep only if forum normally deals with strategic or policy matters. If normally routine or procedural matters, consider destroying after 6yrs Staff handbook While current +2yrs R Copies of old policies etc. kept Administrative and general filing While current, +3 to 6yrs depending on content R Relates to general filing system. Files will have different retention requirements, therefore review each individually. 4. LIAISON BETWEEN SCHOOL AN FE and LEA 4.1. Circulars While current Originating organisation should keep master set FE returns: (Forms 7, 11, 618G, 8A & 8B) 4.3. Statistical information for ISC Current year, +6yrs Summaries of returns made to LEA for FE should be retained centrally. Returns or copies held in School need only be kept as long as administratively useful. While current Retained centrally 5. INSECTION 5.1. Inspection reports ermanent 5.2. Inspection papers ermanent Relate to documentation provided by the School on its organisation and policy. Keep also, any record of meetings preceding the inspection 2

3 Code: = ermanent; = estroy; R = Review RECOR TYE HOW LONG TO KEE 6. HEALTH AN SAFETY 6.1. Staff sickness Current year, +6yrs Statutory Sick ay (General) Regulations 1982 (SI 1982/894), revised 1999 (SI 1999/567) 6.2. Accident and violent incident report books While current +20yrs (40yrs where COSHH involved - see 6.3.) Reporting of Injuries, iseases and angerous Occurrences at Work Regulations (RIOR), 1995 (SI 1995/3163). Statute of Limitations 1980 limits the bringing of an action to within 3 yrs from the time damage was known to have been sustained, but courts may use discretion and take circumstances into account. For children, the 3 yr limit operates from 18 th birthday: accident reports about children should therefore be kept until the subject s 22 nd birthday. Accident report books do not usually contain dates of birth to allow accurate retention periods to be fixed, so consider keeping for blanket period to allow all pupils entered to have reached 22 nd birthday COSHH 6.4. Records held under Control of Lead at Work Regulations Records held under Control of Asbestos at Work Regulations Records held under Ionising Radiation Regulations Risk assessment 6.8. Maintenance and E log books 6.9. Training While current, +40yrs Relate to medical as specified by the Control of Substances Hazardous to Health (COSHH) Regulations 1999 (SI 1999/437) While current, +40yrs Control of Lead at Work Regulations 1998 (SI 1998/543). May include individual s medical. While current, +40yrs Control of Asbestos at Work Regulations 1987 (SI 1987/2115), revised 1998 (SI 1998/3235). May include individual s medical. While current +50yrs Ionising Radiation Regulations 1999 (SI 1999/3232) While current, +10yrs Update risk assessments at regular intervals While current, +10yrs Record regular inspections and servicing of personal protective equipment (E) and work equipment While current, +10yrs - 3

4 Code: = ermanent; = estroy; R = Review RECOR TYE HOW LONG TO KEE Health and Safety reports Fire precautions log books Maternity pay Records held under Retirement Benefits Schemes (Information owers) Regulations 1995 ermanent Governors may require regular report from HT. While current, +6yrs Relate to log books recording fire alarms, tests, drills, inspection of extinguishers, etc. Current year, +6yrs Statutory Maternity ay (General) Regulations 1986 (SI 1986/1960), revised 1999 (SI 1999/567) Current year, +6yrs Relate to concerning retirement due to incapacity Ill-health referrals While current, +6yrs (while current +40yrs for cases involving COSHH) Statute of Limitations 1980; Control of Substances Hazardous to Health (COSHH) Regulations 1999 (SI 1999/437) reemployment medical While current, +6yrs (while current +40yrs for cases involving COSHH) Statute of Limitations 1980; Control of Substances Hazardous to Health (COSHH) Regulations 1999 (SI 1999/437) 7. UIL RECORS 7.1. Admission registers 7.2. Attendance registers ermanent upils Registration Regulations, 1956 (SI 1956/357); upil Registration (Amendment) Regulations, 1988 (SI 1988/1185). Records are historically valuable and may be useful for proving age, formal education, attendance at School and residence in the UK. Complete in ink if held manually; if held on computer consider producing an annual printout. Any changes made on computer must be clearly shown. While current, +3yrs Education (upils Attendance Records) Regulations, 1991 (SI 1991/1582). Complete in ink if kept manually; if kept on computer any changes made must be clearly shown. According to 1991 Regulations, a printout must be made at least once a month and bound into annual volumes. 4

5 Code: = ermanent; = estroy; R = Review RECOR TYE 7.3. upil Files: (a) rimary (b) Secondary HOW LONG TO KEE While current, then transfer to Secondary school Until year group reaches age 25 Content and design may vary: e.g. assessment/development sheets, or cards, may form integral part of pupil files (see 7.5.). Records are valuable after pupil has left School, e.g. for job references. In recent failure to educate claims against local authorities, these have been key to the defence. Because of this, and in line with the retention recommendations for other pupil, it is recommended that these are kept until year group reaches age 25 (i.e. 6 yrs beyond youngest pupil s 18 th birthday) upil s educational Until year group reaches age 25 Relate to formal record of pupils academic, etc. progress. It is recommended that these are kept until year group reaches age 25 (i.e. 6 yrs beyond youngest pupil s 18 th birthday) upil files Until year group reaches age 25 Schools hold detailed files for each pupil. May include correspondence with parents, reports by welfare officers and educational psychologists, if applicable. In line with the retention recommendations for other pupil, it is recommended that these are kept until year group reaches age 25 (i.e. 6 yrs beyond youngest pupil s 18 th birthday) upil database on SIMS ermanent 7.7. unishment books ermanent etentions on Report Records. 8. STAFF RECORS 8.1. Staff files (teachers and admin/technical) Current year, +6yrs after leaving Statute of Limitations 1980 can apply. reserve files for longer than the recommended retention period where there are Health and Safety implications (see Section 6). Consider keeping files for e.g. HTs permanently Salary cards 85 yrs from dob Retain long enough to cover life span of individuals as needed in relation to pensions 8.3. Statutory sick pay notifications Current year, +6yrs Relate to copies of self-certification forms kept in School. Correspondence with teachers concerning absence will be kept on their individual files (see 8.1.). 5

6 Code: = ermanent; = estroy; R = Review RECOR TYE HOW LONG TO KEE 8.4. ersonnel database 8.5. Application forms etc. for unsuccessful interview candidates ermanent Means taking a snapshot printout every few years. 1yr Statute of Limitations 1980 can apply 8.6. Records of industrial tribunals, disciplinary panels, appeals While current, +6yrs from end of process Statute of Limitations 1980 can apply 9. TEACHING AN THE CURRICULUM 9.1. Mark books and record of homework set While current upils GCSE course work and National Curriculum assignments Until GCSE results are confirmed, or KS ends GCSE course work must be kept during the period of moderation and until results are confirmed and certificates issued. Thereafter work should be offered back to pupils, and if not wanted, destroyed. Under National Curriculum, topic work must be retained for the duration of the relevant Key Stage (e.g. KS 3 = 3yrs, KS 4 = 2 yrs). Thereafter work should be offered back to pupils, and if not wanted, destroyed Separate record of examination results ermanent Relates to external results. Results of SATs under National Curriculum will probably appear on pupil files. 10. FINANCE Annual budget statements ermanent Relate to statement setting out budget under various expenditure heads Budget files While current, +6yrs Relate to files dealing with budget preparation, bids for funding, allocation of resources, correspondence, etc Annual statements of account ermanent Relate to summary of income and expenditure, and includes balance sheet. Usually incorporated with Governors minutes/annual reports. 6

7 Code: = ermanent; = estroy; R = Review RECOR TYE HOW LONG TO KEE Budget monitoring tabulations Requisitions, delivery documentation, invoices, etc Bank account, cashbooks, cash till rolls Current year, +6yrs Budget monitoring is usually computerised and may involve printing out monthly or annual tabulations. Annual tabulations should be kept for 6 yrs; monthly tabulations need only be kept for the current year. While current, +6yrs Keep for audit purposes While current, +6yrs Relate to paying-in books and slips, cheque books and statements, receipt counterfoils, till rolls, etc. Keep for audit purposes. 11. ROERTY Legal agreements, leases, maintenance contracts Register of contracts Register of tenders and quotations Records of lettings of School premises Insurance 6 yrs from termination - While current, +6yrs - While current, +6yrs Keep for audit purposes While current, +6yrs Keep for audit purposes While current Title deeds ermanent Where the Governing Body holds the property, it will have custody of any title deeds which will remain current until property is transferred to a new owner. eeds to properties registered at the Land Registry are not normally needed to prove title: Maintenance log While current, +6yrs - 7

8 Code: = ermanent; = estroy; R = Review RECOR TYE HOW LONG TO KEE 12. MISCELLANEOUS School magazines ermanent School Archives hotos While current R Events programmes School histories Audio and video recordings rize lists, HT s speech day reports ermanent As required While current ermanent R Update: Summer Term