Retention Periods - Data Protection

[Bob_the_Goon]

Hello,

 

Can anybody point me in the right direction to a document that states what the retention period should be for school held information relating to it's various data subjects (student, parent staff etc)?

 

People at my school seem to think that this is 7 years after they leave school. When I ask them "where did you read this?" they don't have an answer. It seems that this may just be a given within our school however the policy may have changed.

 

Any help would be greatly received!

[localzuk]

It really depends on what data. Some data is "forever". Here is Doreset Count Council's retention schedule. https://www.dorsetforyou.gov.uk/media/pdf/q/b/schoolsretentionschedule.pdf Not sure on the date on that. Another one here - http://ldbsact.org/download/policies/Document%20Retention%20Schedule_Nov15.pdf

 

The Key has details on it also - https://schoolleaders.thekeysupport.com/administration-and-management/record-keeping/retention-records/keeping-personal-records-for-students-and-staff/

Edited June 22, 2017 by localzuk

[Scifigirl]

This where we get our info

 

Records management - kelsi.org.uk

 

Yes for some stuff it is until the pupil reaches 25

[maturelady]

Great question @meadowgirl with no real answer.

 

I'm really keen on family history and I can see records of my ancestors everywhere including government archives. Would my great great grandmother really want me to know she went into the workhouse?

 

Here's ICO's guidance

 

https://ico.org.uk/for-organisations/guide-to-data-protection/principle-5-retention/

 

If you can justify keeping it you can

[CAM]

I've had requests from employers regarding students in their late 20s for exam results. In order for that to be kept on SIMS we need to store some basic details to keep their record in the database and thus their exam results.

[Bob_the_Goon]

This site has a framework designed specifically for schools regarding best practices for records management including retention periods.

 

Schools Toolkit - Information and Records Management Society

 

There's some really useful information here.

[GrumbleDook]

I love the stuff from IRMS. It is clear, contextual (includes reference to relevant laws /statutory guidance). The ICO does not provide specific guidance as it is down to the relevant department to provide it (I called up the helpline last week to double check they hadn't had anything specific from DfE ... and they told me I need to contact DfE for it).

 

The IRMS stuff is due an update to take into account GDPR. Unfortunately, they can only fully do that once the guidance comes out from DfE.

You can see where this is going.