IRMS - Toolkit for schools - updated

[minimoo]

The updated "information management toolkit for schools" has been published it seems - https://irms.org.uk/page/SchoolsToolkit

[GrumbleDook]

Yeh beat me to it.

 

It went online this morning for members but they have been tweaking the page for public access.

[minimoo]

Yeh beat me to it.

It went online this morning for members but they have been tweaking the page for public access.

 

Sorry!!!

 

I've already emailed them asking if they plan to make a PDF version available for non-members (as stated) or if they just plan on doing the inline version. Will spend this evening comparing the retention guidelines to the original for any changes.

[Edu-IT]

Can you summarise any changes? Hope they release a friendly PDF!

[minimoo]

My online gaming friend has left me this evening (real life of something) - so I've got a spare 4 hours to review it and compare

[GrumbleDook]

Can you summarise any changes? Hope they release a friendly PDF!

 

I’ve asked the question but you can also ask directly via [email protected]

[minimoo]

I'll post up any differences to the retention guidance shortly. The body of the document i.e. the first 30-40 pages including sample forms / background has obviously had a rewrite for GDPR so is probably worth a read.

[minimoo]

@Edu-IT @Grumbledock - Curriculum/building etc bits are largely untouched. Some tweaks to dates. Lots of changes to GOVERNING BODY, PAYROLL + HEALTH AND SAFETY which was lacking before is now complete. Lots of references to IICSA, and some unexpected things e.g. keep staff training on safeguarding for 40 years. It would seem that the people involved have been familiar with Governance, payroll, health and safety as few changes to 'school' side of things.

 

What strikes me is I was expecting to see a reduction in retention (in some cases) as people consider GDPR, whereas if retention has changed, it is generally the case that it has increased in duration. For example, I expected to see "Visitors log" to be cut back to 12 months or similar for example - but it's been kept at +6 years with a better explanation.

 

In terms of the retention bits - I've got those typed up as an unformatted table in word - more then happy to share.

 

Governing Body

• Addition of “Records relating to the election of parent and staff governors not appointed by the governors”. Retention: Date of election + 6 months

• Addition of “Records relating to the appointment of co-opted governors”. Retention end of term, if minuted, except allegation children – then 25 years.

• Addition of “Records relating to the election of chair and vice chair” – Retention: until minuted

• Addition of “Scheme of delegation and terms of reference for committees” – retention: until superseded

• Addition of “Meetings Schedule” – Retention: current year

• Modification: minutes – whilst suggestion of permanent (as 2016) – addition that LA may only be required to make available for 10 years.

• Removal of “inspection copies” of minutes

• Possible Modification: “reports presented to governing body” vs “reports to governors meeting” retention – 6 / 10 / permanent getting passed around

• Addition of “Register of attendance at Full governing board meetings”. Retention date of last meeting in the book + 6 years

• Modification: “papers relating to annual parents meeting” – Personal information changed to ‘yes’

• Addition of “Agendas – additional copies” – date of meeting / secure disposal. Should have personal information set to ‘Yes’

• Addition of “Records relating to Governor Monitoring Visits” - +3 years/ secure disposal

• Addition of “All records relating to the conversion of schools to Academy status” – permanent. Under the 2016 was for +3 years?

• Modification of “Records relating to complaints made to and investigated by the governing body or head teacher” from +6 years to also include “If negligence involved then: current year + 15 years. If child protection or safeguarding issues are involved then current year + 40 years”

• Addition of “Correspondence sent and received by the governing body or head teacher” - retention +3 years

• Modification: action plans by the governing body and policy documents – was life + 3 years now ‘until superseded or whilst relevant’. [Note to keep anything on safeguarding pending recommendations]

 

Head / SMT

 

• Modification: Clarify that “review” means “review annually, or as required if not destroyed”

• Modification: Correspondence – was “date of correspondence + 3 years then review” – now “current year + 3 years”

• Modification: “Professional development plans” – was life of plan + 6 – now held on individuals record, if not, termination of employment + 6 years

 

Operational Administration

 

• Addition of “School Privacy Notice which is sent to parents as part of GDPR compliance” – until superseded + 6 years (why??)

• Addition of “Consents relating to school activities as part of GDPR compliance (for example, consent to be sent circulars or mailings)” – until pupil leaves

• Modification to cover electronic – “Visitor management systems (including electronic systems, visitors books and signing-in sheets)” and retention: “Last entry in the visitors books + 6 years (in case of claims by parents or pupils about various actions).”

• Modification: “walking bus registers” – was +3 years, now +6 years

 

HR

 

• Modification – appointing headteacher – retention was +6 – now +6 months or +6 or +15 (negligence/abuse) [interestingly different to +25 in Governing body section]

• DBS - was 6 months – now saying keep for duration of employment + 6 years!!!! Also refers to retaining references and “other documents” conflicts with section below that says don’t keep proofs of identity etc?

• Removal of “All records leading up to the appointment of a new member of staff – successful candidate” – This looks like a mistake – I think the meant to remove ‘unsucessful candidates’ from the previous line to cover both.

• Modification: Staff Personnel file – reference to keeping if case under IICSA

• Modification: Annual appraisal – changed from +5 years to +6 years

• Addition of “Sickness absence monitoring”. Retention +3 or +6 years

• Addition of “Staff training – where the training leads to continuing professional development”

• Addition of “Staff training – except where dealing with children, e.g. first aid or health and safety”

• Addition of “Staff training – where the training relates to children (E.g. safeguarding or other child related training)” – Retention – 40 YEARS!

 

Payroll and pensions - complete new section -2 items to 3 pages worth!

 

Health and safety – lots of statutory provisions updated

 

Statistics and management information – addition of moderation.

[Edu-IT]

Helpful, thank you for this.

[minimoo]

In terms of my query about whether a PDF version is planned to be made available - that's come back that they don't plan to make it available to non-members, so might be just stuck with the flip book version. Obviously from my side, I could become a member and find out more about that - however, what i'm really after is a template documents. I've almost finished typing up the retention document manually, but guess I now need to start a discussion with them on how it (the content) is licensed.

[GrumbleDook]

In terms of my query about whether a PDF version is planned to be made available - that's come back that they don't plan to make it available to non-members, so might be just stuck with the flip book version. Obviously from my side, I could become a member and find out more about that - however, what i'm really after is a template documents. I've almost finished typing up the retention document manually, but guess I now need to start a discussion with them on how it (the content) is licensed.

 

As a member (and a volunteer who contributed to the toolkit) I really do think that membership is a good thing to have full access to it all.

[AndyCrow]

I agree with the above. I joined 2 years ago and have found it very beneficial. I too contributed and the information learned and the contacts made through that process have been very helpful.