education and learning

Information typeKeep forKeep fromLegislation or business reason
Early years fundingCurrent year plus oneCreationFinancial audit
Teachers – continuous professional developmentCurrent onlyCreationBusiness need – County Council – teacher specific so personal access only
Teacher assessment – newly qualified (NQT)Ten yearsCreationBusiness need - County Council
Special educational needs (SEN)Until pupil aged twenty fiveCreationArrangements for Placement of Children Regulations 1991
School visits- individual pupilsUntil pupil aged twenty fiveCreationBusiness need – County Council
School visits – whole schoolSix yearsDate of first visitBusiness need – County Council and Babcock
School governor appointments – maintained onlyFour years - term of officeCreationNational best practice
Musical instrument hire – includes inventoryCurrent onlyCreationBusiness need – Babcock (LDP)
Education psychology counselling – post incident25 yearsCreationArrangements for Placement of Children (General) Regulations 1991
School transport applications – secondariesDuration at schoolCreationService decision
School transport refusals – secondariesTwo yearsCreationService decision
School transport paymentsTwo yearsCreationService decision
School transport benefit evidenceTwo yearsCreationService decision
School transport appealsDuration at school plus one yearCreationService decision
School transport – correspondence with schoolsReview annuallyCreationService decision
School transport applications – primariesDuration at primary schoolCreationService decision
School transport refusals – primariesTwo yearsCreationService decision
School transport applications – post 16Two yearsCreationService decision
School transport refusals – post 16Two yearsCreationService decision
School transport applications – personalised learningDuration at establishmentCreationService decision
Schools closure disposals – health and safetyPermanentCreationThe Control of Substances Hazardous to Health Regulations 2002
Schools closure disposalsDuration of handover processCreationBusiness need
Schools – maintained – asset managementRegular and constant updatingCreationHealth and Safety,  Building Regulations Disability Discrimination Act complianceConstruction Design and Management Regulations 2015
Schools retention scheduleVaried - see link to records management toolkit for schoolsVaried - see link to records management toolkit for schoolsInformation and Records Management Society “Records Management Toolkit for Schools Version 5  February 2016
Library member loansCurrentCreationBusiness need
Youth service – sessional registration form4 yearsCreationLocal decision
Youth service – sessional evaluation forms4 yearCreationLocal decision
Youth service – sessional attendance of young people4 yearsCreationLocal decision
Workforce census data (since 2010)Current year plus 6 yearsCreationLocal decision
Education consultant – approved registerCurrent onlyCreationLocal decision
Teaching contracts – international professional developmentCurrent year plus 6 yearsCreationLocal decision
Teacher training – newly qualified staffTen yearsCreationLocal decision
Teachers – advanced skillsCurrent onlyCreationLocal decision
Education professionals continuous professional developmentCurrent onlyCreationLocal decision
Teacher and other education professionals continuous professional development – contact detailsCurrent onlyCreationLocal decision
Supply teacher registerCurrent onlyCreationLocal decision
Student financeCurrent year plus sixCreationLimitation Act 1980
School workforce census Current - succeeded every two yearsCreationDepartment of Education returns
Secondary school evaluations – all typesPermanentCreationBest practice
Secondary school inspections – all typesPermanentCreationBest practice
School trips – parental permission slips where there has been a major incident25 yearsDate of birth of the child involved - keep all slips to show rules applied consistentlyLimitation Act 1980
School support staff qualificationsCurrent year plus fiveCreationTo be confirmed
School support staff – national vocational qualificationsCurrent year plus fiveCreationTo be confirmed
School support staff – higher level teaching assistantsCurrent year plus fiveCreationTo be confirmed
School status changes20 yearsCreationLimitation Act 1980
School rollsPermanentCreationDepartment for Education returns
School trust deedsTo be confirmedCreationTo be confirmed
School planning public noticesTo be confirmedCreationTo be confirmed
School planning – consultation responsesTo be confirmedCreationTo be confirmed
School planning – new communitiesPermanentCreationService decision
School moderation records – four year cycle4 yearsCreationLocal decision
School meals – summary sheetsCurrent year plus threeEnd of academic yearBest practice
School meals – lunch registerCurrent year plus 3End of academic yearLocal decision
School library visit notesTo be confirmedCreationLocal decision
School library profilesFive years plus local variationsCreationService decision
School library mobile schedulesCurrentCreationLocal decision
Governance of maintained schools – instruments of governmentPermanentCreationNational best practice
Governance of maintained schools – governor trainingPermanentCreationNational best practice
Governance of maintained schools – governors and governors’ clerksPermanentCreationNational best practice
School construction – private finance initiativeSix yearsEnd of contractTo be confirmed
School census dataCurrent year plus 6 yearsCreationLocal decision
Examination results – standard assessment tests (SATS)Current year plus 6 yearsCreationLimitation Act 1980
Pupil profiles – individual resultsPermanentCreationLocal decision (DoE advice based upon current court proceedings)
Pupil numbers – post 1983PermanentCreationLocal decision
Pupil forecast moduleRolling termly updateCreationLocal decision
Primary forecastCurrent year plus sixCreationLimitation Act 1980
Pre-school dataCurrent and succeeded every three yearsCreationBest practice
Outdoor learning accidents forms – childrenUntil child reaches 25 yearsCreationLimitation Act 1980
Outdoor learning accident forms – adultsCurrent year plus 6 yearsCreationLimitation Act 1980
Outdoor learning bookingCurrent year plus 6 yearsCreationLimitation Act 1980
National curriculum complianceUntil succeededCreationLocal decision
Elective home education25 yearsDate of birthEducation Act 2002 Section 175
Educational psychology assessments35 yearsDate of birthArrangements for Placement of Children (General) Regulations 1991
Education welfare cases – end year 11 then archived25 yearsDate of birthLimitation Act 1980
Child cycle training course – with major incidentUntil child/children reach 25 years of ageFrom date of birthBest practice
Child cycle training course – no major incident12 monthsEnd of courseLocal decision
Child chaperonThree yearsCreationThe Children (Protection at Work) Regulations 1998
Child performance-license applicationsSix monthsDate of last performanceChildren and Young Persons Act 1963
Child employment – exemption licenses (Body of Persons Approval)Six monthsDate of last performanceChildren and Young Persons Act 1963
Child employment – permit applicationsUntil school leaving dateReceiptChildren and Young Persons Act 1963
Alternative provision census (children not in school but who are the responsibility of DCC)Current year plus 6 yearsCreationLocal decision
Adult learning – tutor managementCurrent year plus 6 yearsCreationLocal decision
Adult learning – quality assuranceCurrent year plus 6 yearsCreationLocal decision
Adult learning – learner support including registrationCurrent year plus 6 yearsCreationLocal decision
Adult learning-course managementCurrent year plus 6 yearsCreationLocal decision
Adult learning – skills for life – ESF project 667Until 31st December 2022CreationSkills funding agency requirement
School admissions reports – internal and external bodiesTwo yearsCreationSkills funding agency requirement
School admissions – academies and church schoolsSeven yearsCreationSchool Admissions Code
School admissions – maintained schools annual consultationSeven yearsCreationSchool Admissions Code
Academy schools – LDP contractsOne year cycleCreationLocal decision