Document Retention For Schools

The GDPR states that any personal data kept by schools should only be retained for as long as necessary. There are many different documents retained at a school, for instance attendance registers and educational records, which can make things confusing for staff to know how long they should keep hold of all the different documents.

How long should school records be kept?

It is important to remember that many school records are helpful to keep, not only for former pupils but also for local historical and genealogical research. We would recommend keeping hold of records until they legally need destroying or until they are of no such value.

Following the guidelines set out below will ensure you are compliant with GDPR and the Freedom of Information Act 2000. If you require to retain or destroy documents for shorter or longer periods, than stated below, you must keep documentation explaining your reason for doing so.

File Description	Data Protection Issue	Retention Period	Action at end of records life
Admissions Registers	Yes	Entry + 7 years	Retain in school for 7 years from entry. Can archive these records if needed.
Attendance Registers	Yes	Date of register + 3 years	Are retained whilst the pupils are still at school and for three years after the last date in the register. After it must be securely disposed.
Public Examination results	No	Year of examination +6 years	Secure disposal
Internal Examination results	Yes	Current year +5 years	Secure disposal
Pupil’s work	Yes	Current year +1 year	We recommend reviewing these records at the end of each year and allocate a new retention period. Secure disposal.
Timetable	No	Current year +1 year	We recommend reviewing these records at the end of each year and allocate a new retention period. Secure disposal.
Staff timesheets, sick pay	Yes	Current year +6 years	Secure disposal.
Staff personnel files	Yes	Termination +25 years	Secure disposal.
Accessibility plans	Yes	Current year +6 years	Secure disposal.
Incident Reports	Yes	Current year + 20 years	Secure disposal.
School Brochure or prospectus	No	Current year + 3 years	Disposal & recycle.
Annual Accounts		Current year + 6 years	Secure disposal.
Free school meals registers	Yes	Current year +6 years	Secure disposal.
OFSTED reports and papers		Replace former report with new inspection report	Review to see if further retention period required. Secure disposal.
Pupil files primary	Yes	Retain for time which the pupil is at the primary school	Transfer the files to their secondary school (or other primary school) when the child leaves.
Pupil files secondary	Yes	Date of birth +25 years	Secure disposal.

For further guidance get in touch with a member of our team.

When should schools’ records be destroyed?

Above outlines when certain files should be securely destroyed depending on the contents of the document. It is recommended that records should be received and updated annually, and records should be retained for 6 years from the date of the audit. After that period the documents should be destroyed unless legal action is pending.

The best method for destroying school records

The majority of documents held in a school premises contain sensitive details and information about pupils. Therefore, it’s important they are securely shredded so personal information doesn’t end up in the wrong hands and so you stay GDPR compliant.

Our shredding service can be scheduled as a one-off collection or on a regular basis. We provide both on-site and off-site destruction, at a time that suits you. Every service is completed by our fully vetted team and a certificate of destruction is provided as proof of your confidential destruction. We are happy to help and have years of experience working with schools and universities. Contact our team today to book in your service.