Oxford OX5 1GF Email: Phone: 01865 208 200 Version Control History First Edition June 2018 – Management of the School This section contains retention periods connected to the general management of the school. This covers the work of the Governing Body, the Headteacher and the senior management team, the admissions process and operational administration. 1.1 Governing Body Ref file Data Protection Issues Retention Period Action at the end of Annual Review description [Operational] the administrative Completed life of the record Tick (√) 1.1.1 Agendas for There may be data One copy should be SECURE DISPOSAL Governing Body protection issues if the retained with the master meetings meeting is dealing with set of minutes. All other confidential issues copies can be disposed relating to staff of 1.1.2 Minutes of Governing There may be data Body meetings protection issues if the meeting is dealing with confidential issues relating to staff Principal Set (signed) PERMANENT If the school is unable to store these then they should be offered to the County Archives Service Inspection Copies Date of meeting + 3 years If these minutes contain any sensitive, personal information they must be shredded. 1.1.3 Reports may be data Reports should be kept SECURE DISPOSAL presented to the protection issues if the for a minimum of 6 or Governing Body report deals with However, if the minutes retain with the signed confidential issues refer directly to set of the minutes relating to staff individual reports then the reports should be kept permanently 1.1.4 Meeting papers No Date of the meeting + a SECURE DISPOSAL relating to the minimum of 6 years annual parents’ meeting held under section 33 of the Education Act 2002
Oxford OX5 1GF Email: Phone: 01865 208 200 Version Control History First Edition – June 2018 Management of the School This section contains retention periods connected to the general management of the school. This covers the work of the Governing Body, the Headteacher and the senior management team, the admissions process and operational administration. 1.1 Governing Body Ref file description Data Protection Issues Retention Period [Operational] Action at the end of the administrative life of the record Annual Review Completed Tick (√) 1.1.1 Agendas for Governing Body meetings There may be data protection issues if the meeting is dealing with confidential issues relating to staff One copy should be retained with the master set of minutes. All other copies can be disposed of SECURE DISPOSAL 1.1.2 Minutes of Governing Body meetings There may be data protection issues if the meeting is dealing with confidential issues relating to staff Principal Set (signed) PERMANENT If the school is unable to store these then they should be offered to the County Archives Service Inspection Copies Date of meeting + 3 years If these minutes contain any sensitive, personal information they must be shredded. 1.1.3 Reports presented to the Governing Body may be data protection issues if the report deals with confidential issues relating to staff Reports should be kept for a minimum of 6 However, if the minutes refer directly to individual reports then the reports should be kept permanently SECURE DISPOSAL or retain with the signed set of the minutes 1.1.4 Meeting papers relating to the annual parents’ meeting held under section 33 of the Education Act 2002 No Date of the meeting + a minimum of 6 years SECURE DISPOSAL
Records_Checklist_Safe_Data_Destruction_Log_accessible.docx