5.2 Attendance Basic file description DP Issues Statutory Provisions Retention Period [Operational] Action at the end of the administrative life of the record 5.2.1 Attendance Registers Yes School attendance: Departmental advice for Every entry in the attendance PERMANENT DELETION/SECURE DISPOSAL maintained schools, academies, independent register must be preserved for a schools and local authorities period of three years after the October 2014 date on which the entry was made. 5.2.2 Correspondence relating to Education Act 1996 Section 7 Current academic year + 2 years PERMANENT DELETION/SECURE DISPOSAL authorised absence 5.3 Special Educational Basic file description DP Issues Statutory Provisions Retention Period Action at the end of the administrative life of the record [Operational] 5.3.1 Special Educational Needs Yes Limitation Act 1980 Date of Birth of the pupil + REVIEW files, reviews and Individual (Section 2) 25 years NOTE: This retention period is the minimum retention period that any Education Plans file should be kept. Some authorities choose to keep SEN files for a longer period of time to defend themselves in a to provide a “failure sufficient education” case. There is an element of business risk analysis involved in any decision to keep the records longer than the minimum retention period and this should be documented. 5.3.2 Statement maintained Yes Education Act 1996 Date of birth of the pupil PERMANENT DELETION/SECURE DISPOSAL unless the document is subject to a hold under section 234 of the Special Educational + 25 years [This would Education Act 1990 and Needs and Disability normally be retained on any amendments made to Act 2001 Section 1 the pupil file] the statement 5.3.3 Advice and information Yes Special Educational Date of birth of the pupil PERMANENT DELETION/SECURE DISPOSAL unless the document is subject to a hold provided to parents and Disability Act + 25 years [This would regarding educational 2001 Section 2 normally be retained on the pupil file] 5.3.4 Accessibility Strategy Yes Special Educational Date of birth of the pupil PERMANENT DELETION/SECURE DISPOSAL unless the document is subject to a legal hold and Disability Act + 25 years [This would 2001 Section 14 normally be retained on the pupil file]
5.2 Attendance Basic file description DP Issues Statutory Provisions Retention Period [Operational] Action at the end of the administrative life of the record 5.2.1 Attendance Registers Yes School attendance: Departmental advice for maintained schools, academies, independent schools and local authorities October 2014 Every entry in the attendance register must be preserved for a period of three years after the date on which the entry was made. PERMANENT DELETION/SECURE DISPOSAL 5.2.2 Correspondence relating to authorised absence Education Act 1996 Section 7 Current academic year + 2 years PERMANENT DELETION/SECURE DISPOSAL 5.3 Special Educational Basic file description DP Issues Statutory Provisions Retention Period [Operational] Action at the end of the administrative life of the record 5.3.1 Special Educational Needs files, reviews and Individual Education Plans Yes Limitation Act 1980 (Section 2) Date of Birth of the pupil + 25 years REVIEW NOTE: This retention period is the minimum retention period that any file should be kept. Some authorities choose to keep SEN files for a longer period of time to defend themselves in a “failure to provide a sufficient education” case. There is an element of business risk analysis involved in any decision to keep the records longer than the minimum retention period and this should be documented. 5.3.2 Statement maintained under section 234 of the Education Act 1990 and any amendments made to the statement Yes Education Act 1996 Special Educational Needs and Disability Act 2001 Section 1 Date of birth of the pupil + 25 years [This would normally be retained on the pupil file] PERMANENT DELETION/SECURE DISPOSAL unless the document is subject to a hold 5.3.3 Advice and information provided to parents regarding educational Yes Special Educational and Disability Act 2001 Section 2 Date of birth of the pupil + 25 years [This would normally be retained on the pupil file] PERMANENT DELETION/SECURE DISPOSAL unless the document is subject to a hold 5.3.4 Accessibility Strategy Yes Special Educational and Disability Act 2001 Section 14 Date of birth of the pupil + 25 years [This would normally be retained on the pupil file] PERMANENT DELETION/SECURE DISPOSAL unless the document is subject to a legal hold
CLT-Records-ManagementPolicy.docx