Related Links

Location:

Retention Schedule

 

Records in Series

Retention in school

Action by school

Action by Jersey Archive

Notes


1. MANAGEMENT

1.1 Minutes and reports of management team meetings Current + 3 years Transfer to Jersey Archive Permanent retention

1.2 Professional development plans Current + 3 years Transfer to Jersey Archive Permanent retention

1.3 School development plans Current + 3 years Transfer to Jersey Archive Permanent retention

1.4 Headteacher’s personal filing Current + 6 years Review: selected items to Jersey Archive *Review Files should automatically be reviewed when Headteacher leaves

1.5 Deputy Head’s filing Current + 6 years Review: selected items to Jersey Archive *Review Files should automatically be reviewed when Deputy Headteacher leaves

1.6 School policies Retain until superseded Transfer to Jersey Archive new policies or significantly updated ones Permanent retention

2. GOVERNING BODIES

2.1 Instruments and Articles of Government Transfer one copy to Jersey Archive Permanent retention

2.2 Governor’s Minutes, agendas and papers Current + 6 years Transfer to Jersey Archive Permanent retention

2.3A Proceedings: reports from DfESC Retain while current Destroy

2.3B Papers from school staff Current + 6 years Transfer to Jersey Archive Permanent retention

2.4 Proceedings of the PTA AGM Current + 3 years Transfer to Jersey Archive Permanent retention

2.5 Correspondence files Current + 6 years Review: selected items to Jersey Archive *Review

3. SCHOOL ORGANISATION

3.1 School prospectus Current + 1 year Transfer to Jersey Archive Permanent retention

3.2 Headteacher’s official diary Current + 1 year Destroy Based on the assumption that it is a record of engagements

3.3 Staff meetings Minutes Current + 6 years Transfer to Jersey Archive Permanent retention

3.4 Administration and general files Current + 6 years Transfer to Jersey Archive *Review

3.5 Annual calendar of events Current *Review, selected items to Jersey Archive Permanent retention

3.6 Circulars to staff and pupils Current + 2 years Sample to Archive

3.7 Newsletters to parents Current + 3 years Transfer to Jersey Archive Permanent retention The school ‘master set’ should be retained permanently

3.8 Staff Handbook Current Transfer to Jersey Archive Permanent retention

3.9 Visitors Book (VIP visitors) Current + 3 years Transfer to Jersey Archive Permanent retention

4. HEALTH AND SAFETY

4.1 Health and Safety Policy statement Current + 1 year Destroy

4.2 Staff Accident Records Current + 6 years Destroy

4.3 Pupil Accident Records DOB + 25 Destroy

4.4 Safety incident report book Current + 20 years Destroy

4.5 Maintenance log book Current + 10 years Destroy

4.6 Training records Current + 10 years Destroy

4.7 Health and Safety Reports Current + 10 years Destroy

4.8 Fire precautions log book Current + 6 years Destroy

5. CHILD PROTECTION

5.1 Child protection files 10 years post incident Managerial Review

6. PUPILS

6.1 Admission Registers (CMIS system) While current and active Transfer to Jersey Archive Permanent retention Admission registers are current while entries are being made and active until the pupil has left the school

6.2 Attendance Registers Current + 3 years Destroy

6.3 Pupil’s educational record/ file (CMIS) DOB + 25 years Destroy

6.4 Punishment books Current + 3 years Retain Transfer to Archive

6.5 Absence books Current + 6 years Destroy

6.6 Absence letters Current + 2 years Destroy

7. STAFF

7.1 Staff personal files Retain in line with retention schedules for PFs produced by HR

7.2 Child Protection Files – any personnel files with allegations 100 years from end date of file Review – Transfer significant high profiles cases to Jersey Archive Archive

8. TEACHING AND THE CURRICULUM

8.1 Curriculum development Minutes and files; Professional Development plan Current + 6 years Transfer to Jersey Archive Permanent retention

8.2 School syllabus Current Transfer to Jersey Archive Permanent retention

8.3 Timetables Current Sample to Jersey Archive Sample for permanent retention

8.4 Record of homework set Current Destroy

8.5 Teaching Aids (commercial and home- made) Current Small sample to Jersey Archive Small sample retained

8.6 Examination results – held at DfESC Current + 6 years Destroy

8.7 Pupils’ work Current Small sample to Jersey Archive Small sample retained

9. FINANCE – the following are in addition to SoJ Financial Direction No 12.7

9.1 Annual Budget (Department only) Current + 6 years Transfer to Jersey Archive Permanent retention

9.2 Budget files Current + 6 years Destroy

9.3 Headteacher’s budget reports and budget monitoring tabulations Current + 1 year Destroy

9.4 Annual statement of accounts Current + 6 years Transfer to Jersey Archive Permanent retention

9.5 Order books and requisitions Current + 6 years Destroy

9.6 Delivery documentation Current + 6 years Destroy

9.7 Invoices, bank account records, cashbooks, cash till rolls, debtor’s records Current + 6 years Destroy

10. PROPERTY (In consultation with Property Holdings)

10.1 Legal agreements, leases, maintenance contracts Current + 6 years Destroy

10.2 Contracts/Title Deed Current Transfer to Jersey Archive Permanent retention

10.3 Register of tenders and quotations, orders for repairs, maintenance and supplies, records of letting school premises, maintenance log books, burglary, theft and vandalism report forms, contractors’ reports Current + 10 years Destroy

10.4 Records of insurance (policies and schedules) Current Destroy

10.5 Inventories of furniture and equipment Current Destroy Detailed or old inventories may be considered for permanent retention

10.6 Plans Keep while in regular use Transfer to Jersey Archive Permanent retention

11. CAREERS ADVICE

11.1 Correspondence files Current + 6 years Destroy

11.2 Information files Current Destroy

12. EXTRA-CURRICULAR AND MISCELLANEOUS ACTIVITIES

12.1 School magazines One reference set at school Transfer annually to Jersey Archive Permanent retention

12.2 Scrapbooks of news cuttings etc Current + 1 year Transfer to Jersey Archive Permanent retention

12.3 Photographs Current Transfer sample to Jersey Archive Permanent retention

12.4 Programmes – concerts, plays, sports day, lists of school prize winners etc Reference copies at school Transfer annually to Jersey Archive Permanent retention

12.5 School History Reference copy at school Transfer one copy to Jersey Archive Permanent retention One copy also to Jersey Library Ref. Section

12.6 Audio-tape, video-tape recordings Current Transfer to Jersey Archive Permanent retention

12.7 Record of school societies Current Sample to Jersey Archive Permanent retention Minutes/ newsletters should be identified and preserved as far as possible

13. OLD PUPIL’S ASSOCIATIONS

13.1 Secretary: Minute Books Current + 6 years Transfer to Jersey Archive Permanent retention

13.2 Secretary: Correspondence Current + 6 years Review

13.3 Secretary: Publications (newsletters, bulletins, menus for formal dinners, sporting fixtures etc) Current + 6 years Transfer to Jersey Archive Permanent retention

13.4 Secretary/ Treasurer: Membership list Current

13.5 Treasurer: Annual accounts Current + 6 years Transfer to Jersey Archive Permanent retention

13.6 Treasurer: Account book Current + 10 years Transfer to Jersey Archive *Review

13.7 Treasurer: Other accounts Current + 10 years Destroy

*Review of documents should always be undertaken in conjunction with the States Archivist