The School has a responsibility to maintain its records and record keeping systems.
When doing this, the School will take account of the following factors:
• The most efficient and effective way of storing records and information;
• The confidential nature of the records and information stored;
• The security of the record systems used;
• Privacy and disclosure; and
• Their accessibility.
This policy does not form part of any employee's contract of employment and is not intended to have contractual effect. It does, however, reflect the School’s current practice, the requirements of current legislation and best practice and guidance. It may be amended by the School from time to time and any changes will be notified to employees within one month of the date on which the change is intended to take effect. The School may also vary any parts of this procedure, including any time limits, as appropriate in any case.
Data Protection
This policy sets out how long employment-related and pupil data will normally be held by us and when that information will be confidentially destroyed in compliance with the terms of the General Data Protection Regulation (GDPR) and the Freedom of Information Act 2000.
Data will be stored and processed to allow for the efficient operation of the School.
The School’s Data Protection Policy outlines its duties and obligations under the GDPR.
Retention Schedule
Information (hard copy and electronic) will be retained for at least the period specified in the attached retention schedule. When managing records, the School will adhere to the standard retention times listed within that schedule.
Paper records for staff, health and safety, school development will be regularly monitored by Lorraine Stock (school finance and business manager) and paper records for pupils (including accidents and risk assessments for off site visits) and administration will be regularly monitored by Rita Giles (Admin) or Christopher Giles (Admin / EVC)
Electronic records for staff, health and safety, school development will be regularly monitored by Lorraine Stock (school finance and business manager) and Electronic records for pupils (including accidents and risk assessments for off site visits) and administration will be regularly monitored by Rita Giles (Admin) or Christopher Giles (Admin / EVC)
The schedule is a relatively lengthy document listing the many types of records used by the school and the applicable retention periods for each record type. The retention periods are based on business needs and legal requirements.
Destruction of Records
Where records have been identified for destruction they should be disposed of in an appropriate way. All information must be reviewed before destruction to determine whether there are special factors that mean destruction should be delayed, such as potential litigation, complaints or grievances.
All paper records containing personal information, or sensitive policy information should be shredded before disposal where possible. All other paper records should be disposed of by an appropriate waste paper merchant. All electronic information will be deleted.
The School maintains a database of records which have been destroyed and who authorised their destruction. When destroying documents, the appropriate staff member should record in this list at least:
• File reference (or other unique identifier);
• File title/description;
• Number of files; and
• Name of the authorising officer.
Archiving
Where records have been identified as being worthy of preservation over the longer term, arrangements should be made to transfer the records to the archives. A database of the records sent to the archives is maintained by Lorraine Stock (school finance and business manager).
The appropriate staff member, when archiving documents should record in this list the following information:
• File reference (or other unique identifier);
• File title/description;
• Number of files; and
• Name of the authorising officer.
Transferring 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 digital media or virtual storage centres (such as cloud storage). The lifespan of the media and the ability to migrate data where necessary should always be considered.
Responsibility and Monitoring
Marina Kennedy (Head Teacher) has primary and day-to-day responsibility for implementing this Policy. The Data Protection Officer, in conjunction with the School is responsible for monitoring its use and effectiveness and dealing with any queries on its interpretation. The data protection officer will consider the suitability and adequacy of this policy and report improvements directly to management.
Internal control systems and procedures will be subject to regular audits to provide assurance that they are effective in creating, maintaining and removing records.
Management at all levels are responsible for ensuring those reporting to them are made aware of and understand this Policy and are given adequate and regular training on it.
Employment Records
Job applications and interview records unsuccessful candidates
Job applications and interview records of successful candidates
Written particulars of employment, contracts of employment and changes to terms and conditions
Right to work documentation including identification documents
Immigration checks
DBS checks and disclosures of criminal records
Change of personal details notifications
Emergency contact details
Personnel and training records
Annual leave records
Consents for the processing of personal
Opt out forms
• Two years from the date on which they
Records of compliance with WTR were entered into
• Two years after the relevant period
Disciplinary and training records
Allegations of a child protection nature against a member of staff including where the allegation is founded
Pension records
Retirement benefits schemes – (for example, relating to incapacity)
Payroll and wage records
Maternity/Adoption/Paternity Leave records
Statutory Sick Pay
Current bank details
Agreements and Administration Paperwork
Collective workforce agreements and past agreements that could affect present Employees
Trade union agreements
School Development Plans
Professional Development Plans
Visitors Book and Signing In Sheets
Newsletters and circulars to staff, parents and pupils
Health and Safety Records
Health and Safety consultations
Health and Safety Risk Assessments
Any reportable accident, death or injury in connection with work
Accident reporting
Fire precaution log books
Medical records and details of:
Records of tests and examinations of control systems and protection equipment under made COSHH
Temporary and Casual Workers
Records relating to hours worked and payments made to workers
Pupil Records
Admissions records
Admissions register Entries
School Meals Registers
Free School Meals Registers
Pupil Reports
Attendance Registers
Special Educational Needs files, reviews and individual education plans (this includes any statement and all advice and information shared regarding educational needs)
Emails