Retention and disposal schedules Education and learning schedule

Access and inclusion

Traveller sites

  • Description: All records relating to the provision of teaching support for traveller children
  • Retention period: 25 years after date of birth
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Fair access

  • Description: Application and correspondence, chronology and analytics
  • Retention period: 6 years after date last modified
  • Action: Delete
  • Reasoning: School Admission Appeals Code 2022
  • Personal data: Yes
  • Special category data: Yes

Inclusion support

  • Description: Chronologies, meeting minutes, action plans and professional reports, data analytics
  • Retention period: 6 years after date last modified
  • Action: Delete
  • Reasoning: Best practice
  • Personal data: Yes
  • Special category data: Yes

Alternative provision

  • Description: Provider information, contracts, data analytics
  • Retention period: 31 years after date of birth of last pupil to engage with provider
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Special educational needs

Admissions and exclusions

Appeals

  • Description: Appeal agendas, appeal maps, master templates, extra information from schools, appeal cases primary, appeal cases secondary, appeal received data, appeals SEN information, guidance, NET capacity for schools, service family guidance, appeals form, parental preference form, correspondence
  • Retention period: 6 years after appeal closed
  • Action: Delete
  • Reasoning: School Admissions Appeals Code 2022
  • Personal data: Yes
  • Special category data: Yes

Secondary applications

  • Description: Applications, birth certificates, court orders, social and medical applications, proof of address, SIF, correspondence, acceptance and refusals, waiting lists
  • Retention period: 6 years after date of application
  • Action: Delete
  • Reasoning: School Admissions Code 2021
  • Personal data: Yes
  • Special category data: Yes

Primary applications

  • Description: Applications, birth certificates, court orders, social and medical applications, proof of address, SIF, correspondence, acceptance and refusals, waiting lists
  • Retention period: 6 years after date of application
  • Action: Delete
  • Reasoning: School Admissions Code 2021
  • Personal data: Yes
  • Special category data: Yes

In year applications

  • Description: Applications, birth certificates, court orders, social and medical applications, proof of address, SIF, correspondence, waiting lists
  • Retention period: 6 years after date of application
  • Action: Delete
  • Reasoning: School Admissions Code 2021
  • Personal data: Yes
  • Special category data: Yes

Junior applications

  • Description: Applications, birth certificates, court orders, social and medical applications, proof of address, SIF, correspondence, acceptance and refusals, waiting lists
  • Retention period: 6 years after date of application
  • Action: Delete
  • Reasoning: School Admissions Code 2021
  • Personal data: Yes
  • Special category data: Yes

Exclusions

  • Retention period: 33 years after date of birth
  • Action: Delete
  • Reasoning:
  • Personal data: Yes
  • Special category data: Yes

Allocations

  • Description: Individual school allocation lists, allocation breakdown
  • Retention period: 33 years after date of birth
  • Action: Delete
  • Reasoning:
  • Personal data: Yes
  • Special category data: Yes

Admission arrangements

  • Description: Annual admission arrangements for all Bracknell Forest schools and SLA schools (including non Bracknell Forest schools)
  • Retention period: 33 years after date of birth
  • Action: Delete
  • Reasoning: School Admissions Code 2021
  • Personal data: Yes
  • Special category data: Yes

Name changes

  • Description: Deed poll, birth certificates, court orders, correspondence.
  • Retention period: 33 years after date of birth
  • Action: Delete
  • Reasoning: 
  • Personal data: Yes
  • Special category data: Yes

Adult enrolment

  • Description: Enrolment forms, signed learner agreements, group profiles, signed certificates, registers (Education and Skills Funding Agency), enrolment forms, signed learner agreements, group profiles, signed certificates, registers (European Social Fund)
  • Retention period: 10 years after date of last claim
  • Action: Delete
  • Reasoning: Education and Skills Funding Agency 7 years, European Social Fund 2030
  • Personal data: Yes
  • Special category data: Yes

Advice and guidance

Advice to schools

  • Description: Consultation forms, visit records, email correspondence, notes and progress (schools and pupils), consultation file of need, provisions or recommendations, email advice
  • Retention period: 7 years after date last modified
  • Action: Delete
  • Reasoning: Business agreed retention
  • Personal data: Yes
  • Special category data: Yes

Parental advice

  • Description: 
    • email correspondence
    • annual guides
      • Guide to Secondary Education
      • Guide to Primary Education
      • Guide to In-Year applications
    • consultation file of need
    • provisions or recommendations
    • email advice
  • Retention period: 12 years after date last modified
  • Action: Delete
  • Reasoning: Business agreed retention
  • Personal data: Yes
  • Special category data: Yes

Adults education advice

  • Description: Correspondence to and from students
  • Retention period: 3 years after date last modified
  • Action: Delete
  • Reasoning: Business agreed retention
  • Personal data: Yes
  • Special category data: No

Arts and sports

Offsite adventurous activities

  • Description: Contracts for courses for out of school activities. Approvals, contract with OVA, manual of guidance, records of visits, incidents, insurance
  • Retention period: 6 years after end of contract
  • Action: Delete
  • Reasoning: HMRC - Compliance Handbook Manual CH15400
  • Personal data: Yes
  • Special category data: No

Curriculum development

National curriculum

  • Description: Personal learning programmes and recommendations to meet curriculum targets. Includes:
    • SACRE
    • English
    • maths
    • Foundation subjects
    • PE
    • whole school curriculum development
    • oracy
    • literacy across curriculum
    • numeracy across curriculum
    • personal development
  • Retention period: 6 years after date superseded
  • Action: Delete
  • Reasoning: Business agreed retention
  • Personal data: No
  • Special category data: No

Out of schools projects

  • Description: All records relating to the provision of school clubs and activities
  • Retention period: 6 years after end of contract
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: No

Schools curriculum

  • Description: Recommendations to meet curriculum targets
  • Retention period: 6 years after date superseded
  • Action: Delete
  • Reasoning: Business agreed retention
  • Personal data: No
  • Special category data: No

Adult learning

  • Description: Learner voice evaluation analysis
  • Retention period: 7 years after date last modified
  • Action: Delete
  • Reasoning: Business agreed retention
  • Personal data: Yes
  • Special category data: No

Alternative curriculum

  • Description: Transition support work
  • Retention period: 33 years after date of birth
  • Action: Delete
  • Reasoning: 
  • Personal data: Yes
  • Special category data: Yes

Education welfare

Children missing in education

  • Description: All records relating to the management of school absence and truancy
  • Retention period: 33 years after date of birth
  • Action: Delete
  • Reasoning: 
  • Personal data: Yes
  • Special category data: Yes

Elective home education

  • Description: All records relating to the management of pupils schooled at home
  • Retention period: 33 years after date of birth
  • Action: Delete
  • Reasoning: Education Act 1996 Sections 7, 437 - 443
  • Personal data: Yes
  • Special category data: Yes

Licensing

  • Description: Records relating to child licensing
  • Retention period: Once licence expires
  • Action: Delete
  • Reasoning: Business agreed retention
  • Personal data: Yes
  • Special category data: Yes

School attendance

  • Description: EWS case files
  • Retention period: 33 years after date of birth
  • Action: Delete
  • Reasoning: 
  • Personal data: Yes
  • Special category data: Yes

Employment skills

Workplace training

Referrals, reports.

Service development

All records relating to the development and implementation of the employment skills development plan.

  • Retention period: 6 years after date superseded
  • Action: Delete
  • Reasoning: Business agreed retention
  • Personal data: No
  • Special category data: No

Recruitment and induction

Information and advice on recruitment and induction.

  • Retention period: 6 years after date last modified
  • Action: Delete
  • Reasoning: Best practice
  • Personal data: No
  • Special category data: No

Life long learning

Community learning

Course information sheets, tutor handbooks, learner handbooks.

  • Retention period: 7 years after date last modified
  • Action: Delete
  • Reasoning: Business agreed retention
  • Personal data: No
  • Special category data: No

Colleges

Records relating to enrolment, observations, payments.

  • Retention period: 33 years after date of birth
  • Action: Delete
  • Reasoning: Business agreed retention
  • Personal data: Yes
  • Special category data: No

Academies

Records relating to enrolment, observations, payments.

  • Retention period: 33 years after date of birth
  • Action: Delete
  • Reasoning: Business agreed retention
  • Personal data: Yes
  • Special category data: No

Open Learning Centre

Contracts.

  • Retention period: 6 years after end of contract
  • Action: Delete
  • Reasoning: HMRC - Compliance Handbook Manual CH15400 
  • Personal data: Yes
  • Special category data: Yes

Staffing

Tutor contact details, staff contact details, 1:1 records.

  • Retention period: 7 years after employment ended
  • Action: Delete
  • Reasoning: Business agreed retention
  • Personal data: Yes
  • Special category data: No

Adult learners

Enrolment forms, group profiles, signed certificates, registers, course admin spreadsheet, photographs, signed photo release forms, external verifier logs.

  • Retention period: 7 years after date last modified
  • Action: Delete
  • Reasoning: Business agreed retention
  • Personal data: Yes
  • Special category data: No

Management of schools

Admissions

  • Description: All records relating to the administration of school places
  • Retention period: 6 years after date last modified
  • Action: Delete
  • Reasoning: School Admissions Code 2021
  • Personal data: Yes
  • Special category data: No

Emergency contacts

  • Description: Emergency planning contacts, key holders details
  • Retention period: 1 year after date superseded
  • Action: Delete
  • Reasoning: Business agreed retention
  • Personal data: Yes
  • Special category data: No

Governing bodies

  • Description: Minutes, chairs, clerks, GB monitoring, reference group, induction, instrument of government, governor roles, LEA governor appointments, NLGs, Pan Berkshire governor services, review of governance, self-evaluation, strategy, website
  • Retention period: 3 years after date last modified
  • Action: Delete
  • Reasoning: Business agreed retention
  • Personal data: Yes
  • Special category data: Yes

Governor contacts

  • Description: Change forms, GB details reports
  • Retention period: 1 year after date superseded
  • Action: Delete
  • Reasoning: Business agreed retention
  • Personal data: Yes
  • Special category data: No

Health

  • Description: All records relating to the provision of the school nursing service
  • Retention period: 6 years after date last modified
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: No

Inspections (school files)

  • Description: Inspection and action plans
  • Retention period:  7 years after date of next inspection
  • Action: Delete
  • Reasoning: Business agreed retention
  • Personal data: No
  • Special category data: No

Performance (school files)

  • Description: All records relating to the development and implementation of school performance and assessment reports
  • Retention period: 6 years after date last modified
  • Action: Delete
  • Reasoning: Business agreed retention
  • Personal data: Yes
  • Special category data: No

Plans

  • Description: Site maps and floor plans
  • Retention period: Permanent
  • Action: Keep permanently
  • Reasoning: Business agreed retention
  • Personal data: No
  • Special category data: No

Free school meals

  • Description: Applications, outcome, letter templates to schools
  • Retention period: 1 year after date last modified
  • Action: Delete
  • Reasoning: Business agreed retention
  • Personal data: Yes
  • Special category data: Yes

School crossing patrol (staff)

  • Description: HR records
  • Retention period: 7 years after employment ended
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

School crossing patrol (operations)

  • Description: Operational records
  • Retention period: 7 years after date last modified
  • Action: Delete
  • Reasoning: Business agreed retention
  • Personal data: Yes
  • Special category data: Yes

Commissioning of education providers

  • Description: Contracts
  • Retention period: 6 years after date contract ended
  • Action: Delete
  • Reasoning: HMRC - Compliance Handbook Manual CH15400
  • Personal data: Yes
  • Special category data: No

Grounds maintenance

  • Description: Contracts, tenders, quotes
  • Retention period: 6 years after date contract ended
  • Action: Delete
  • Reasoning: HMRC - Compliance Handbook Manual CH15401
  • Personal data: Yes
  • Special category data: No

Building cleaning

  • Description: Contracts, tenders, quotes
  • Retention period: 6 years after date contract ended
  • Action: Delete
  • Reasoning: HMRC - Compliance Handbook Manual CH15401
  • Personal data: Yes
  • Special category data: No

School contracts

  • Description: Contracts, tenders, quotes
  • Retention period: 25 years after date school closed
  • Action: Delete
  • Reasoning: Business agreed retention
  • Personal data: Yes
  • Special category data: No

Planning for school places (by academic year)

  • Description: Forecasts (mainstream, SEN, Post 16), School Places Plan, School Capacity Strategy, housing, SCAP Return,  Scorecard
  • Retention period: 10 years after date last modified
  • Action: Delete
  • Reasoning: Business agreed retention
  • Personal data: No
  • Special category data: No

Capital programme (by financial year)

  • Description: DfE, Reports, PADs, Programme, S106, Devolved Formula Capital
  • Retention period: 6 years after date programme ended
  • Action: Delete
  • Reasoning: HMRC - Compliance Handbook Manual CH15401
  • Personal data: Yes
  • Special category data: No

Capital projects (by project by school)

  • Description: Brief, finance, design, meetings, correspondence, compliance (H&S, planning, building control, CDM, asbestos), photos, performance, procurement, legal, programme
  • Retention period: 25 years after date school closed
  • Action: Delete
  • Reasoning: Business agreed retention
  • Personal data: Yes
  • Special category data: No

Health and safety (by school)

  • Description: Asbestos register, legionella, fire safety, risk management
  • Retention period: 25 years after date school closed
  • Action: Delete
  • Reasoning: Health and Safety Act 1974
  • Personal data: Yes
  • Special category data: No

Emergency planning (by school)

  • Description: School Emergency Plan (includes business continuity)
  • Retention period: Retain until superseded
  • Action: Delete
  • Reasoning: Civil Contingencies Act
  • Personal data: Yes
  • Special category data: Yes

School property (by school)

  • Description: Land title, floor plans, site plan, asset management (capacity, condition, access), landlord and tenant, trees, photos, insurance, environmental management, business rates
  • Retention period: Permanent
  • Action: Keep permanently
  • Reasoning: Business agreed retention
  • Personal data: Yes
  • Special category data: Yes

Teaching

Teacher development

  • Description: NQT handbook, guidance and forms, community learning observations, implementation support for teaching, measuring impact, emails
  • Retention period: 6 years after date last modified
  • Action: Delete
  • Reasoning: Business agreed retention period
  • Personal data: Yes
  • Special category data: Yes

Direct teaching

  • Description: 1-2-1 teaching, teaching plans, teaching timetables
  • Retention period: 6 years after date last modified
  • Action: Delete
  • Reasoning: Business agreed retention period
  • Personal data: Yes
  • Special category data: Yes

Resources

  • Description: Teaching materials, worksheets (EAL materials), teaching resources by subject, assessment resources, pupil work, transition, resources and training, autism support  
  • Retention period: 5 years after date last modified
  • Action: Review
  • Reasoning: Business agreed retention period
  • Personal data: Yes
  • Special category data: Yes

Newly Qualified Teachers

  • Description: NQT Programme, contact list of NQTs, compliance documentation, record of visits, observation notes, pro-formas 
  • Retention period: 6 years after date last modified
  • Action: Delete
  • Reasoning: Business agreed retention period
  • Personal data: Yes
  • Special category data: Yes

Inspections and compliance

Ofsted

  • Description: Service Ofsted reports, monitoring letters, publications, guidance, crib sheet, expectations of governors, training, self-assessment report, quality improvement plans, up to date EIF, supplementary handbooks 
  • Retention period: 10 years after date last modified
  • Action: Delete
  • Reasoning: Business agreed retention period
  • Personal data: Yes
  • Special category data: No

Home education

  • Description: All records relating to the management of pupils schooled at home
  • Retention period: 33 years after date of birth
  • Action: Delete
  • Reasoning: Education Act 1996 Sections 7, 437-443
  • Personal data: Yes
  • Special category data: Yes

Building safety inspections

  • Description: Risk assessments
  • Retention period: 15 years after end of building life
  • Action: Delete
  • Reasoning: Business agreed retention period
  • Personal data: No
  • Special category data: No

Moderation

  • Description: Internal and external verifier reports, internal moderation logs, training materials, LA plans and policy documents, letter templates
  • Retention period: 10 years after date last modified
  • Action: Delete
  • Reasoning: Business agreed retention period
  • Personal data: Yes
  • Special category data: Yes

Compliance

  • Description: Sub-contract monitoring reports, signed learner agreements, insurance details (hirers), complaints and comments log
  • Retention period: 6 years after date last modified
  • Action: Delete
  • Reasoning: Business agreed retention period
  • Personal data: Yes
  • Special category data: No

Safeguarding audits

  • Description: Audit Reports, Audits, Adult safeguarding incident log, activity risk assessments, personal risk assessments
  • Retention period: 15 years after date last modified
  • Action: Delete
  • Reasoning: Education Act 2002, s175
  • Personal data: Yes
  • Special category data: No

Special Educational Needs audits

Engagement

Meetings

  • Description: Meeting minutes, emails, agendas and actions
  • Retention period: 3 years after date last modified
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Department for Education

OSA

  • Description: Complaints regarding School Admissions
  • Retention period: 7 years after date last modified
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Education School Funding Agency

  • Description: School admissions reporting non-compliant schools
  • Retention period: 6 years after date last modified
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Headteacher representation groups

  • Description: Agenda, minutes
  • Retention period: 7 years after date last modified
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Service level agreements

Service level agreements and supporting documents

Assessments and observations

Educational psychology assessment and reporting

  • Description: Assessments, consultations, reports
  • Retention period: 25 (+6) years after date of birth
  • Action: Delete
  • Reasoning: Education Act 1996
  • Personal data: Yes
  • Special category data: Yes

Support for learning

  • Description: Referral forms, assessments forms, reports, observations, scanned tests
  • Retention period: 25 (+6) years after date of birth
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Behaviour support

  • Description: Referral forms, pupil observations, visit records, consultation forms, pupil evaluation tools, notes and progress for schools and pupils.  Also includes BST log, staff self-assessment forms, pupil nad parent evaluations, pupil evaluation tools, general feedback forms, data spreadsheets, satisfaction surveys, feedback by email
  • Retention period: 25 (+6) years after date of birth
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Virtual school

  • Description: Tuition monitoring reports, EAL assessment and reports to parents
  • Retention period: 25 years after date of birth
  • Action: Delete
  • Reasoning: Business agreed retention period
  • Personal data: Yes
  • Special category data: No

School improvement

  • Description: ECT assessment forms and records, contact records, SMB Agenda, SMB Minutes, termly STEP reports, other Quality of Education reports
  • Retention period: 6 years after date last modified
  • Action: Delete
  • Reasoning: Business agreed retention period
  • Personal data: Yes
  • Special category data: Yes

Community learning: Pearson

  • Description: Portfolios, awarding body reports, exam entries
  • Reasoning: Business agreed retention period
  • Action: Delete
  • Reasoning: Business agreed retention period
  • Personal data: Yes
  • Special category data: No

Community learning: Education and Skills Funding Agency

Autism Support

  • Description: Reports, observations, consultations, pupil profile, EHC reports, pupil files
  • Retention period: 25 (+6) years after date of birth
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Training

Staff training

  • Description: Feedback forms, training dates and schedules, templates, resources, INSET training plans, attendance records, bookings, onsite training, venue, trainers, conferences, standards and effectiveness, training budget, self-assessment forms, training spreadsheet
  • Retention period: 7 years after employment ended
  • Action: Delete
  • Reasoning: Business agreed retention period
  • Personal data: Yes
  • Special category data: No

Education psychology

  • Description: Training courses, materials, certificates, list of attendees
  • Retention period: 6 years after date last modified
  • Action: Delete
  • Reasoning: Business agreed retention period
  • Personal data: Yes
  • Special category data: No

Team teach training: behaviour support

  • Description: Team teach training materials, attendance lists, evaluation forms, personal consent forms, risk assessments, training log, invoices
  • Retention period: 6 years after date last modified
  • Action: Delete
  • Reasoning: Business agreed retention period
  • Personal data: Yes
  • Special category data: No

Autism support

  • Description: Training courses, materials, certificates, list of attendees
  • Retention period: 6 years after date last modified
  • Action: Delete
  • Reasoning: Business agreed retention period
  • Personal data: Yes
  • Special category data: No

Data collection and statistics

Support for learning

  • Description: Can Do database, feedback analysis, raw data, analytics and statistics
  • Retention period: 6 years after date last modified
  • Action: Delete
  • Reasoning: Business agreed retention period
  • Personal data: Yes
  • Special category data: Yes

Educational psychology

  • Description: Research, statistics, reports, service priority plans
  • Retention period: 6 years after date last modified
  • Action: Delete
  • Reasoning: Business agreed retention period
  • Personal data: Yes
  • Special category data: Yes

Virtual school

  • Description: Reports from external sources (Welfare Call), EAL audit sheet
  • Retention period: 6 years after date last modified
  • Action: Delete
  • Reasoning: Business agreed retention period
  • Personal data: Yes
  • Special category data: No

School improvement

  • Description: Collection of EYFS, KS1 and phonics data from schools, data for statutory returns, reports from DfE and other external sites (MIME), MIME, KS2 results sheet, EYFS results sheet, GCSE results sheet, A-Level results sheet, data collection pro-formas, FFT reports, PPG info, SEND info
  • Retention period: 6 years after date last modified
  • Action: Delete
  • Reasoning: Business agreed retention period
  • Personal data: Yes
  • Special category data: Yes

Elevate

  • Description: Year 11 and year 12 guarantees, referral forms, data for statutory returns, reports from external database and DfE
  • Retention period: 25 (+6) years after date of birth
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: No

Special educational needs analytics

  • Description: Statistics, reports, records, consultations, data
  • Retention period: 6 years after date last modified
  • Action: Delete
  • Reasoning: Business agreed retention period
  • Personal data: Yes
  • Special category data: No

Adult learners

  • Description: Benchmarking data, education equalities report, course directory portal submission, all course list, performance data
  • Retention period: 6 years after date last modified
  • Action: Delete
  • Reasoning: Business agreed retention period
  • Personal data: Yes
  • Special category data: No

Autism support

Reporting

Reports

  • Description: Standards and effectiveness reports to elected members. CAMHS reports
  • Retention period: 7 years after date last modified
  • Action: Delete
  • Reasoning: Business agreed retention period
  • Personal data: Yes
  • Special category data: Yes

Education Skills and Funding Agency

  • Description: Individualised learner record data uploads and downloads, Education and Skills Funding Agency funding claims
  • Retention period: 7 years after date last modified
  • Action: Delete
  • Reasoning: Education and Skills Funding Agency
  • Personal data: Yes
  • Special category data: Yes

School improvement

  • Description: School improvement reports
  • Retention period: 7 years after date last modified
  • Action: Delete
  • Reasoning: Business agreed retention period
  • Personal data: No
  • Special category data: No

Financial support

Pupils

  • Description: Pupil Premium expenditure monitoring sheet, Journal/invoices for pupil support
  • Retention period: 7 years after date last modified
  • Action: Delete
  • Reasoning: HMRC - Compliance Handbook Manual CH15400
  • Personal data: Yes
  • Special category data: No

Schools

  • Description: Journals/invoices FFT agreement and journals, budget spreadsheets
  • Retention period: 7 years after date last modified
  • Action: Delete
  • Reasoning: HMRC - Compliance Handbook Manual CH15400
  • Personal data: Yes
  • Special category data: No

Educational and learning

  • Description: Journals/invoices, budget tracking spreadsheet, Orders
  • Retention period: 7 years after date last modified
  • Action: Delete
  • Reasoning: HMRC - Compliance Handbook Manual CH15400
  • Personal data: Yes
  • Special category data: No

Community learning

  • Description: Budget monitoring, invoices, invoice tracker
  • Retention period: 7 years after date last modified
  • Action: Delete
  • Reasoning: HMRC - Compliance Handbook Manual CH15400
  • Personal data: No
  • Special category data: No

Open Learning Centre

  • Description: Hire agreements, budget monitoring, leases
  • Retention period: 7 years after date last modified
  • Action: Delete
  • Reasoning: HMRC - Compliance Handbook Manual CH15400
  • Personal data: No
  • Special category data: No

Education safeguarding

Domestic abuse reports

  • Description: Police reports, email correspondence
  • Retention period: 75 years after date case closed
  • Action: Delete
  • Reasoning: Children Act 2004, Working Together to Safeguard Children 2010
  • Personal data: Yes
  • Special category data: Yes

Multi agency

  • Description: Meetings minutes, agendas, action logs, reports
  • Retention period: 75 years after date case closed
  • Action: Delete
  • Reasoning: Children Act 2004, Working Together to Safeguard Children 2010
  • Personal data: Yes
  • Special category data: Yes

Safeguarding case files

  • Description: Case file to include minutes of minutes, home visit records, case notes and emails correspondence
  • Retention period: 75 years after date case closed
  • Action: Delete
  • Reasoning: Children Act 2004, Working Together to Safeguard Children 2010
  • Personal data: Yes
  • Special category data: Yes

Analytics

  • Description: Data for reporting, reports
  • Retention period: 15 years after date last modified
  • Action: Delete
  • Reasoning: Children Act 2004, Working Together to Safeguard Children 2010
  • Personal data: No
  • Special category data: No

School leadership

EYFS

  • Description: All records relating to EYFS
  • Retention period: 7 years after date last modified
  • Action: Delete
  • Reasoning: Business agreed retention period
  • Personal data: No
  • Special category data: No

Assessment

  • Description: All records relating to school assessment
  • Retention period: 7 years after date last modified
  • Action: Delete
  • Reasoning: Business agreed retention period
  • Personal data: No
  • Special category data: No

PPG

  • Description: All records relating to PPG
  • Retention period: 25 (+6) years after date of birth
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

SEND

  • Description: All records relating to SEND
  • Retention period: 25 (+6) years after date of birth
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Post 16

  • Description: All records relating to post 16 student
  • Retention period: 7 years after date last modified
  • Action: Delete
  • Reasoning: Business agreed retention period
  • Personal data: No
  • Special category data: No

Safeguarding

  • Description: All records relating to safeguarding
  • Retention period: 25 (+6) years after date of birth
  • Action: Delete
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes