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.

 

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)

 

 

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 weeks

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

 

   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

 


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

 

 

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

 

 

 

 

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

 

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

 

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

 

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)

 

 

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

 

 

 

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 25th birthday but if client was 17 at conclusion of therapy until 26th 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 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