Records and Documents Management

The Records and Document Retention Schedule (link below) describes the time periods for which records should be retained by the University in order to comply with operational and legal requirements, including data protection legislation.

The Retention Schedule relates to both paper and electronic records (hard and soft copies).

Please note that the default action to be taken at the end of the retention period is the secure destruction or deletion of the record. For hard copy records classed as Personal/Confidential or Highly Sensitive please use the University's Confidential Waste Collection Service. Details are available from Facilities and Estates.

Only one copy of each record needs to be kept for the full length of the retention period. Duplicate and secondary copies should be destroyed as soon as they are no longer of immediate operational use.

Emails that constitute a record which needs to be retained, including those containing personal data, must be stored in an appropriate filing system relevant to their confidentiality or criticality on the individual's N drive, O drive or One drive. Please see the Information Classification and Handling webpage for more information.

The Retention Schedule is informed by legal requirements and the recommendations of the Records Retention Schedule for HE compiled by JISC

The Records and Document Retention Schedule can be accessed via this link or via the relevant drop down boxes below.

External Relations

A	External Relations (including Alumni, Fundraising, PR, Publicity, Partners, Photography)
	Activity	Information/Record Type	Retention Period (refers to years if not stated otherwise)	Relevant Legislation
A1	Alumni Administration	Personal core data	While current	Data Protection Act 1998/GDPR
A2	Alumni Administration	Alumni Association minutes and correspondence	Year created + 1
A3	Enquiry handling	Potential student enquiries including Open Day registrations	Personal data year created + 1 Statistics year created + 5	Data Protection Act 1998/GDPR
A4	Events organisation	Administration – planning, invitations	Year created +1
A5	Events organisation	Attendees list	Year created +1	Data Protection Act 1998/GDPR
A6	Events organisation	Brochures or leaflets/advertising	Year created + 5
A7	External organisations (Partner organisations – see Quality)	Correspondence, meetings	Year created + 5
A8	Fundraising	Contact details	While current	Data Protection Act 1998/GDPR
A9	Fundraising	Donations and Sponsorship details	Review after end of relationship + 6 years	Data Protection Act 1998/GDPR; Limitation Act 1980
A10	Marketing & Liaison	Contacts, clients, potential clients	While current	Data Protection Act 1998/GDPR
A11	Press relations	Press and media enquiries	While current
A12	Press relations	Press cuttings, clippings and digests	Year created + 5 (review for archival value)
A13	Press relations	Press releases	Year created + 5 (review for archival value)
A14	Photography	Photography release forms	Retain with photograph for as long as photograph used	Data Protection Act 1998/GDPR
A15	Photography	Photographs used for marketing purposes	Permanent (dependent on consent) (archival value)	Data Protection Act 1998/GDPR
A16	Publicity	Broadcast news – videos, tapes, CDs etc	Year created + 5 (review for archival value)
A17	Publicity	Generic University Advertisements	End of use + 1
A18	Publicity	Generic University produced literature	End of use + 5 (review for archival value)
A19	Publicity	Department specific publications, promotions, leaflets, adverts, videos etc	End of use + 5 (review for archival value)
A20	Publicity	Presentations, speeches	Year created + 1 (review for archival value)

Facilities and Estates Management (including Security)

B	Facilities/Estates Management (incl Building & Facilities Maintenance, Security)

	Activity	Information/Record Type	Retention Period (refers to years if not stated otherwise)	Relevant legislation
B1	Buildings management	Building insurance surveys	Current insurance policy + 6	Limitation Act 1980
B2	Buildings management	Building records such as: · Planning and building regulations · Floor plan, master copies, · Drawings, copies of floor plans · Enhancement records · Asbestos location plans and register · High voltage maintenance records · Legionella location plans, reports and risk assessments	Destroy after disposal of property OR hand over of property as appropriate NB: Asbestos and CoSHH records need to be retained for 40 years	CoSHH regs 2012; Control of Asbestos regs 2012
B3	Buildings Management	Facilities Management Works Folders such as: · Planning permissions · Building regulation approval · Contact (building) documents · Disabled access survey design schemes · Deeds of appointments · Design supporting notes · Building design specifications · Mechanical design specifications · Design correspondence · Design drawings · Scheme project reports · Drawings schedule/register · Fee information · Maintenance and construction correspondence · Responsive repairs records · Works completion reports · Air Conditioning inspection records and reports · Decoration and fitting out works records · Electrical design specifications	Relating to major works (under seal): completion of works + 15 years Relating to minor works (under hand): destroy after completion of works + 6 years	Limitation Act 1980
B4	Buildings Management	Operations and Maintenance Manuals	Destroy after disposal of property/life of lease	Construction (Design and Management Regulations) 2015
B5	Buildings Management	Health and Safety records	Destroy after disposal of property/life of lease
B6	Buildings Management	Buildings asset lists e.g. boilers	Destroy after disposal of property/life of lease	Limitation Act 1980
B7	Buildings Management	General buildings maintenance & inspection	Destroy after disposal of property/life of lease
B8	Buildings Management	Intruder alarm, air conditioning, pest control etc maintenance	Dependent on equipment warranty date and life of asset
B9	Buildings management	Service arrangements	End of agreement/contract + 6	Limitation Act 1980
B10	Facilities management	Project management – successful proposals, evaluations	Year created + 6	Limitation Act 1980
B11	Facilities management	Project management – unsuccessful proposals, evaluations	Year created + 1
B12	Security	CCTV – maintenance & service	Year created + 1
B13	Security	CCTV data	Created + 9 days	Data Protection Act 1998/GDPR
B14	Security	Entry access into buildings	Created + 6 months	Data Protection Act 1998/GDPR
B15	Security	Car parking permit personal data	Year created + 1	Data Protection Act 1998/GDPR
B16	University Vehicles	University vehicles log books etc	While owned
B17	Waste disposal	Disposal of waste – notes, audits	Year created + 5	Environmental Protection Act 1990

Finance (includes Insurance, Payroll, Procurement, Subsidiary Companies)

	Activity	Information/Record Type	Retention Period (refers to years if not stated otherwise)	Relevant Legislation
C1	Audit	External audit reports	Financial year created + 6	Limitation Act 1980
C2	Cash management	BACS reports	Financial year created + 6	VAT Act 1994
C3	Cash management	Bank statements	Financial year created + 6	VAT Act 1994
C4	Cash management	Petty Cash Books	Financial year created + 6	Limitation Act 1980, VAT Act 1994
C5	Cash Management	Till rolls	Financial year created + 6	Limitation Act 1980, VAT Act 1994
C6	Expenditure	Purchase Orders and requisitions	Financial year created + 6	Limitation Act 1980, VAT Act 1994
C7	Expenditure	Purchase invoices, credit notes, purchase ledgers	Financial year created + 6	Limitation Act 1980, VAT Act 1994
C8	Expenditure	Staff expenses	Financial year created + 6	Limitation Act 1980, VAT Act 1994
C9	Expenditure	Utility and other bills	Financial year created + 6	Limitation Act 1980
C10	Finance Administration	Annual Accounts, statutory accounts and management accounts and the preparation of annual and statutory accounts records including drafts and discussions	Financial year created + 6 (Retain 1 year of Annual Accounts for archival value)	Limitation Act 1980
C11	Finance Administration	Bank account admin including opening, closure, standing orders, direct debits, deposits, withdrawals, and account statements	Closure of account + 6 years OR Life of instruction + 6 years
C12	Finance Administration	Copy invoices, purchase orders, quotes, internal recharges held by Departments	Financial year created + 1
C13	Finance Administration	Finance Management Procedures	Year superseded + 6
C14	Finance Administration	Finance management procedures development and supporting records	Retain 1 year after procedures published
C15	Finance Administration	Purchasing authorisation limit records	Year superseded + 1
C16	Income	Sales invoices, credit notes, requisitions, sales ledgers	Financial year created + 6	Limitation Act 1980, VAT Act 1994
C17	Insurance	Insurance claims	Financial year created + 6	Limitation Act 1980
C18	Insurance	Employers liability policies	Financial year created + 40	Employers Liability(Compulsory Insurance) Regulations 1998
C19	Insurance	Other policies and certificates including Travel	Financial year created + 6	Limitation Act 1980
C20	Investment Management	List of University assets	Financial year created + 6 (review for archival value)	Limitation Act 1980
C21	Investment Management	Capital/Investment plan	Financial year created + 6 (review for archival value)
C22	Investment Management	Records documenting the value and disposal of capital assets/investments	Financial year created + 6 years	Limitation Act 1980
C23	Management Accounting	University Budgets	Financial year created + 6 years (review for archival value)
C24	Management Accounting	Departmental budgets	Financial year created + 2
C25	Management Accounting	Business plans, reports, forecasts	Financial year created +6
C26	Payroll	Payroll data and reports including: · Employee authorisation for non-statutory payroll deductions · Employee salary payment calculations · PAYE records which are not required to be sent to HMRC under the provisions of PAYE 2003 · Statutory sick pay scheme administration records · Statutory maternity pay scheme administration records	Financial year created + 6	PAYE 2003, Taxes Management Act 1970, Statutory Sick Pay regs 1982 Statutory Maternity Pay regs 1986
C27	Procurement	Tenders – successful	Year created + 6 Note: if ERDF funded retain for 3 years after final funding has passed over.	Limitation Act 1980; Public Works Contracts Regs 1991, Public Supply Contacts Regs 1995
C28	Procurement	Tenders – Unsuccessful	Year created + 1	Limitation Act 1980; Public Works Contracts Regs 1991, Public Supply Contacts Regs 1995
C29	Procurement	Approved list of suppliers	While current
C30	Procurement	Contracts	While current + 6	Limitation Act 1980; Public Works Contracts Regs 1991, Public Supply Contacts Regs 1995
C31	Subsidiary Companies	Set-up papers, Board minutes and agendas	Permanent record for life of company + 10
C32	Subsidiary Companies	Annual Accounts	Financial year created + 6
C33	Tax Management	VAT returns	Financial year created + 6	VAT Act 1994; VAT Regs 1995
C34	Tax Management	Tax returns, preparation and filing records	Financial year created + 6	Taxes Management Act 1970

Governance and Corporate Administration (incl Governance, Information Assurance, Legal, Policy & Strategy, Statutory Returns)

D	Governance and corporate administration (including Governance, Information Assurance, Legal, Policy & Strategy, Statutory Returns)

	Activity	Information/Record Type	Retention Period (refers to years if not stated otherwise)	Relevant Legislation
D1	Administration	University calendar	Year created + 5
D2	Audit	Internal and external audit reports	Year created + 5
D3	Governance	University memorandum of agreement, articles of association	Permanent
D4	Governance	University Risk register	Year created + 10
D5	Governance	Board of Governors meetings incl agendas and minutes	Permanent
D6	Governance	Board of Governors sub-committee papers	Year created + 10
D7	Governance	Academic Board meetings incl agendas and minutes	Permanent
D8	Governance	Academic Board sub-committees papers	Year created + 10
D9	Governance	Executive strategic and governing committees papers	Year created + 10
D10	Governance	Health and Safety Committee	Year created + 40
D11	Governance	Copy minutes	Year created + 1
D12	Governance	Major University projects (not Facilities) papers) – final report and audit reports	Completion of project + 5
D13	Governance	Working group papers	Year created + 3
D14	Governance	Organisational structure diagrams	Year created + 5
D15	Information Assurance	Data Protection, EIR and FOI request logs	Year created + 6	Data Protection Act 1998/GDPR/FOI 2000/EIR 2004
D16	Information Assurance	Responses to requests for information under DPA, EIR & FOI	Year created + 6	Data Protection Act 1998/GDPR/FOI 2000/EIR 2004
D17	Information Assurance	University Publication Scheme (required by FOIA 2000)	Year created + 5
D18	Information Assurance	Register of Interests/Declaration of Interests of senior staff and governors	While current	Data Protection Act 1998/GDPR
D19	Information Assurance	Register of Gifts and Hospitality	Permanent
D20	Information Assurance	Records retention schedules	Superseded + 6
D21	Legal	Contracts and agreements	Under seal – year created + 12 Others – year created + 6	Limitation Act 1980
D22	Legal	Partner Organisation contracts (including Partnership Agreements, MoUs, MoAs, SLAs, Course agreements)	After superseded + 6
D23	Legal	Licences	While current
D24	Legal	Trademark registrations	Permanent (review every 10 years from registration)
D25	Legal	Subsidiary companies: certificates, deeds	Year created + 10
D26	Policy & Strategy	University strategy & major instructional supporting strategies and development records	After superseded + 10 years (review for archival value)
D27	Policy & Strategy	Working papers for University strategies	Issue of strategy + 1 year
D28	Policy & Strategy	University policy	After superseded + 10 years (review for archival value)
D29	Policy & Strategy	Working papers for University policies	Issue of policy + 1 year
D30	Policy & Strategy	University procedures including procedure manuals and operating plans	After superseded + 10 years
D31	Policy & Strategy	Working papers for University procedures	Issue of procedure + 1 year
D32	Policy & Strategy	Academic Regulations	Permanent
D33	Policy & Strategy	Financial Regulations	Review after superseded + 10 years
D34	Statutory compliance	Statistical returns	Year created + 10

Health & Safety (see also Human Resources for staff records and Governance for Health & Safety Committee)

E	Health & Safety (see also Section F for staff records and D10 for H&S Committee)

	Activity	Information/Record Type	Retention Period (refers to years if not stated otherwise)	Relevant Legislation
E1	Monitoring	All staff and visitor accident reports and data, RIDDOR forms	Year created + 6	RIDDOR 2013
E2	Monitoring	All staff & visitor exposure to hazardous substances accident reports and data, RIDDOR forms	Year created + 40	RIDDOR 2013, Limitation Act 1980, Control of Asbestos Regs 2012
E3	Monitoring	Asbestos registers	Year created + 40	Control of Asbestos Regs 2012
E4	Monitoring	COSHH data sheets – copies	Year created + 3	COSHH 2002
E5	Monitoring	Electrical tests, emergency light tests, gas safety tests, lightening protection	Year created + 6	Regulatory Reform (Fire Safety) Order 2005, Gas Safety (installation & Use) regs 1998
E6	Monitoring	Fire risk inspections	Year created + 6	Regulatory Reform (Fire Safety) Order 2005
E7	Monitoring	Labs – equipment maintenance, tests, certificates	Year created + 6	Limitation Act 1980, Provision & Use of Work Equipment Regs 1998, Pressure Systems Safety Regs 2000
E8	Monitoring	Legionella inspection reports	Year created + 3
E9	Monitoring	Annual safety statement	Year created + 5
E10	Monitoring	DSE assessments, reports	Year created + 3
E11	Monitoring	Eye test records	Year created + 3
E12	Monitoring	Incident report forms	Year created + 6	Limitation Act 1980
E13	Monitoring	Work risk assessments	Year created + 6	Limitation Act 1980
E14	Monitoring	Workplace inspections	Year created + 3

Human Resources (incl. Staff Recruitment and Staff Administration)

F	Human Resources (including Staff Recruitment and Staff Administration)

	Activity	Information/Record Type	Retention Period (refers to years if not stated otherwise)	Relevant Legislation
F1	Recruitment of staff	Job advertisements, vacancies	Created + 6 months Where employment is subject to Visa retain in accordance with UKVI guidance	Equality Act 2010
F2	Recruitment of staff	Job descriptions, person specs	Created + 5
F3	Recruitment of staff	Job shortlisting criteria, applicant shortlist, interview panel summary, grading & salary assessments	Created + 5 (anything personal transferred to staff file) Applicant shortlist – destroy current + 6 months	Limitation Act 1980 Data Protection Act 1998/GDPR
F4	Recruitment of staff	Unsuccessful staff application forms, feedback for interviewed candidates	Created + 6 months	Data Protection Act 1998/GDPR Limitation Act 1980
F5	Recruitment of staff	Staff file: Name Date of Birth Contact details Successful staff application form inc cv Grading assessment Reference correspondence Test/presentation results Interview summary Salary assessment Terms and conditions/Contract Letter Probation reports Pension opt in/out form Equal Opportunities form Promotion Internal career history Correspondence Pay History	Year of retirement or termination of employment + 6 years (Staff are asked to update details via the Staff Login page) NB: if staff member has been exposed to hazardous materials retain Year of retirement or termination of employment + 20 years	Data Protection Act 1998/GDPR Limitation Act 1980
F6	Staff Administration	DBS checks	Created + 6 months	Data Protection Act 1998/GDPR
F7	Staff Administration	Drivers’ Licences	While current	Data Protection Act 1998/GDPR
F8	Staff Administration	Emergency contact details	While current (Staff are asked to update details via the Staff Login page)	Data Protection Act 1998/GDPR
F9	Staff Administration	Financial details – bank account	While current	Data Protection Act 1998/GDPR
F10	Staff Administration	Foreign travel data	Created + 6	Data Protection Act 1998/GDPR; Limitation Act 1980
F11	Staff Administration	Sick leave records	Created + 6	Data Protection Act 1980/GDPR; Limitation Act 1980
F12	Staff Administration	Medical Certificates	Created + 6 NB: Records relating to hazardous materials – individual’s statutory retirement date plus 20 years	Data Protection Act 1980/GDPR; Limitation Act 1980
F13	Staff Administration	Medical Questionnaires	Created + 6 NB: Records relating to hazardous materials – individual’s statutory retirement date plus 20 years	Data Protection Act 1980/GDPR; Limitation Act 1980
F14	Staff Administration	Holiday leave records	Created + 1	Data Protection Act 1980/GDPR; Limitation Act 1980
F15	Staff Administration	Overtime and timesheets	Created + 1	Data Protection Act 1980/GDPR; Limitation Act 1980
F16	Staff Administration	References provided for staff	Created + 1	Data Protection Act 1980/GDPR; Limitation Act 1980
F17	Staff Administration	Departmental staff records Core staff record held by Human Resources	Created + 1	Data Protection Act 1980/GDPR;
F18	Staff Administration	Appraisal records	Created + 6	Data Protection Act 1980/GDPR;
F19	Staff Administration	Staff timetables	Year created + 1	Data Protection Act 1980/GDPR
F20	Staff Administration	Payroll – salaries, payments	Year created + 6	Data Protection Act 1980/GDPR; Limitation Act 1980; Taxes Management Act 1970
F21	Staff Administration	Training attended, staff development	Year created + 6 Training records relating to hazardous materials – individual’s statutory retirement date plus 20 years	Data Protection Act 1980/GDPR;
F22	Staff Administration	Staff Disciplinaries	Year created + 6	Data Protection Act 1980/GDPR; Limitation Act 1980
F23	Staff Administration	Employment tribunals	Year created + 6 Once judgement made, retain judgement and evidence that it has been complied with, rest of record can be destroyed	Data Protection Act 1980/GDPR; Limitation Act 1980
F24	Staff Administration	Exit interviews, notes, questionnaire details	Year created + 6	Data Protection Act 1980/GDPR; Limitation Act 1980
F25	Staff Administration	Grievances	Year created + 6	Data Protection Act 1980/GDPR; Limitation Act 1980
F26	Staff Administration	Peer Observations	Superseded + 3	Data Protection Act 1980/GDPR

Information & Technology, Library, Nursery

G	Information and Technology

	Activity	Information/Record Type	Retention Period (refers to years if not stated otherwise)	Relevant Legislation
G1	ICT systems Management	List of current and disposed IT equipment	Current + 6	Limitation Act 1980
G2	ICT Systems Management	Systems backup data	Created + 1 month
G3	ICT Systems Management	User account data backup	Created + 1 month (up to)
G4	Print Services	Printing and photocopying data	Year created + 1
G5	Print Services	Requisition forms, log of jobs	Year created + 1
G6	IT Network Management	Guest/Visitor data for access to guest/visitor wi-fi account	30 days from the creation of the account
H	Library
H1	Library services	Inter-library loan forms	Created + 6

I	Nursery
I1	Nursery Management	Minor administrative records	Year created + 1 year maximum
I2	Nursery Management	General daily records	Year created + 3 years
I3	Nursery Management	Funding Forms	Year created + 7 years
I4	Nursery Management	Specific Children's notes and historical data (SEND/Child Protection)	Current child + 20 or until the child is 21 or 24 depending on the record	Data Protection Act 1998/GDPR; SEND 2014

Quality Management (incl. External Examiners, Partner Institutions, Programme and Course Management and Monitoring)

J	Quality Management (including External Examiners, Partner Institutions, Programme and Course Management and Monitoring)

	Activity	Information/Record Type	Retention Period (refers to years if not stated otherwise)	Relevant Legislation
J1	External Examiners	External Examiners data	Year created + 10
J2	External Examiners	External Examiner reports	Year created + 6 PG research students – permanent on student record
J3	Partner Institutions	Correspondence, meetings	Year created + 5
J4	Partner Institutions	Visit reports, reviews (see Governance for contracts)	Year created + 5
J5	Programme & course management	Authorised programmes list	Permanent
J6	Programme and course management	Definitive documents, programme and course specifications	End of course + 10
J7	Programme and course management	Exam paper	Year created + 3
J8	Programme and course management	Programme and course changes tracking	Year created + 5
J9	Programme and course management	Teaching materials: handouts, presentations, lecture notes, reading lists, schedules	Current course + 1
J10	Programme and course management	Timetables	Year created + 1
J11	Programme & course monitoring	Module Evaluations	Year created + 3
J12	Programme and course monitoring	Statutory and professional body audits (incl Ofsted, QAA, OfS, PRSB, GMC)	Year created + 10
J13	Quality monitoring	Professional body accreditations	Current programme
J14	Quality monitoring	Student Surveys	Year created + 5 Anonymised statistical date - Year created + 10
J15	Quality monitoring	Teaching Excellence Framework (TEF) Final submission report	Current + 5 (reports permanent	Data Protection Act 1998/GDPR
J16	Short course administration	Programmes, attendees	Year created + 5 for CPD or accredited courses Year created + 1 for non-CPD	Data Protection Act 1998/GDPR

Research

K	Research

	Activity	Information/Record Type	Retention Period (refers to years if not stated otherwise)	Relevant Legislation
K1	Contract management	Research contracts	Dependent on contract or Current + 6	Limitation Act 1980
K2	Project management	Final reports	Current + 5 (review for archival value)
K3	Project Management	Internal research and enterprise projects	Current + 5
K4	Project Management	Outcomes: final reports, publications, presentations, conference papers, articles	Current + 5 (review for archival value)
K5	Project Management	Projects working documents, correspondence, drafts, interim reports, copy invoices, expenditure data	Dependent on project requirements
K6	Project Management	Successful project bids, proposals, application forms, contracts	Current + 6	Limitation Act 1980
K7	Project Management	Unsuccessful project bids, proposals	Year created + 5	Limitation Act 1980
K8	Research Monitoring	Research Assessment Exercise – REF	Current + 5 (reports permanent)

Students (incl. Accommodation, Research Students, Administration, Assessment, Student Services, Exchange and Placements

L	Students (including Accommodation, Research Students, Administration, Assessment, Student Services, Exchange and Placements)

	Activity	Information/Record Type	Retention Period (refers to years if not stated otherwise)	Relevant Legislation
L1	Accommodation	Accommodation application forms and records	Year created + 6	Data Protection Act 1998/GDPR
L2	Research students	Higher student theses	Permanent	Data Protection Act 1998/GDPR
L3	Research Students	Research Degree forms, Phd proposal forms, supervision summary sheets, copies of chapters, notes	Current student + 6	Data Protection Act 1998/GDPR; Limitation Act 1980
L4	Student administration	Applications - Unsuccessful	Created + 1 (Currently under review)	Data Protection Act 1998/GDPR; Limitation Act 1980
L5	Student Administration	Applications – Successful Offer letters, visa requests, status letters, demographic forms, course choice forms, APEL approvals, references	Current + 6	Data Protection Act 1998/GDPR; Limitation Act 1980
L6	Student Administration	Applications for duplicate certificates	Created + 1
L7	Student Administration	Attendance registers	Year created + 1	Data Protection Act 1998/GDPR
L8	Student Administration	Awards – ceremony booklets, lists of attendees	Permanent (archival value)	Data Protection Act 1998/GDPR
L9	Student Administration	Awards – prize winners data	Created + 6 (review for archival value)
L10	Student Administration	Complaints – formal	Current + 6	Data Protection Act 1998/GDPR Limitation Act 1980
L11	Student Administration	Contact details, emergency contact details	While current	Data Protection Act 1998/GDPR
L12	Student administration	Core student file: · Name · Date of Birth · Student Number · Results/Certification data · Marks	Permanent	Data Protection Act 1998/GDPR; Limitation Act 1980
L13	Student Administration	Court cases between students and University	Current + 6	Limitation Act 1980
L14	Student Administration	DBS Checks	Created + 6 months	Data Protection Act 1998/GDPR
L15	Student Administration	Destination of leavers, statistics	Year created + 10	Data Protection Act 1998/GDPR
L16	Student Administration	Disciplinaries	Current + 6	Data Protection Act 1998/GDPR; Limitation Act 1980
L17	Student Administration	Entry requirements and criteria for students	Current + 2
L18	Student Administration	Financial – registration forms, fee instalment agreements, fees assessment forms, financial information forms, financial assessment notifications, hardship allocations	Year created + 6	Data Protection Act 1998/GDPR Taxes Management Act 1970
L19	Student Administration	Student handbooks, guidance information, induction	Current + 1
L20	Student Administration	Reference requests and references provided	Year created + 1	Data Protection Act 1998/GDPR
L21	Student Administration	Transcripts	Created + 1	Data Protection Act 1998/GDPR
L22	Student Administration	Statistics, trends	Year created + 10
L23	Student Administration	Student application data	Year created + 10
L24	Student Administration	Student withdrawal data	Year created + 10
L25	Student Assessment Administration	Academic appeals – final decision letter for Stage 1 & 2	Year created + 6	Data Protection Act 1998/GDPR; Limitation Act 1980
L26	Student Assessment Administration	Assessment offences data e.g. plagiarism including relevant committee papers	Year created + 6 (if not anonymised) Current + 10 (statistics)	Data Protection Act 1998/GDPR; Limitation Act 1980
L27	Student Assessment Administration	Course and project work – copies and unclaimed	Year created + 6 months	Data Protection Act 1998/GDPR; Limitation Act 1980
L28	Student Assessment Administration	Exam scripts	Year created + 1	Data Protection Act 1998/GDPR
L29	Student Assessment Administration	Examination Board papers	Year created + 6
L30	Student Assessment Administration	Mitigating Circumstances data including relevant committee papers	Year created + 6	Data Protection Act 1998/GDPR; Limitation Act 1980
L31	Student Assessment Administration	External Examiners Reports	Year created + 10
L32	Student Assessment Administration	Progression – mark collection sheets and data	Year created + 3	Data Protection Act 1998/GDPR
L33	Student Assessment Administration	Special exam requests	Year created + 6	Data Protection Act 1998/GDPR
L34	Student Exchange Administration	Exchange programme details, programmes, contacts	Current + 5
L35	Student Placement Administration	Tutor & student review, reports, evaluation, summaries, handbooks	Current student + 6	Data Protection Act 1998/GDPR
L36	Student Services	Careers Advice – notes, meetings, details	Current + 6	Data Protection Act 1998/GDPR
L37	Student Services	Counselling – notes, meetings, details	Current + 6	Data Protection Act 1998/GDPR
L38	Student Services	DSA support – notes, meetings, details	Current + 6	Data Protection Act 1998/GDPR
L39	Student Services	Financial advice – notes, meetings, applications to Access to Learning Fund, Short Term Loans	Current + 6	Data Protection Act 1998/GDPR
L40	Student Services	Student Support and Well-being – notes, meetings, details	Current + 6	Data Protection Act 1998/GDPR

Clinics (incl Law Clinic, McClelland Centre, Nutritional Therapy, Sports Therapy)

M	Clinics
M1	Patient records for Sports Therapy Clinics	Patient’s core personal data (name, contact details), medical and health data, record of treatment	Adults: Current + 6 Children: Retention of records for 10 years after the patient is seen or until the patient is 21 (if later)	Data Protection Act 2018; Limitation Act 1980
M2	Patient records for Nutritional Therapy Clinics	Patient’s core personal data (name, contact details), medical and health data, record of treatment	Adults: Las visit + 8 years Children: until 25^th birthday but if client was 17 at conclusion of therapy until 26^th birthday	Data Protection Act 2018; Limitation Act 1980
M3	Patient records for other clinics held within the McClelland Centre	Patient’s core personal data (name, contact details), medical and health data, record of treatment	Adults: Current + 6 Children: Retention of records for 10 years after the patient is seen or until the patient is 21 (if later)	Data Protection Act 2018; Limitation Act 1980
M4	Law Clinic	Files including legal advice to clients	Date of last action on file + 6 years	Data Protection Act 2018; Limitation Act 1980

Definitions

Definitions used in the Records and Document Retention Schedule

Archival value Some records may have archival/historic value and should be retained. The University has a long term storage facility which can be used for archive records. Please contact infoassurance@worc.ac.uk

Review For some records deletion/destruction at the end of a specific period needs to be carefully considered especially if there may be archival/historic value to the record. Once a review has been undertaken if there is no merit in retaining the record it should be deleted or if it is retained a future review date should be noted.

While current These records will relate to personal data which is dependent on an individual’s consent being obtained. The accuracy of the records should be checked on at least an annual basis and consent re-obtained for processing.

Year Created + In the example Year created + 5 – if the record was created in 2015/16 then it is due for deletion/destruction in 2020/21.

The Retention Schedule is informed by legal requirements and the recommendations of the Records Retention Schedule for HE compiled by JISC

Contact Details

Information Governance
Edward Elgar Building
University of Worcester
Henwick Grove
Worcester WR2 6AJ

Email: infoassurance@worc.ac.uk

Tel: 01905 543032/ 01905 855014