Retention of Records Policy

Purpose
This policy defines the principles, time periods, mechanisms and responsibilities for the Centres
retention and disposal of records. This policy is also for the purpose of aiding employees in
understanding their obligations in retaining electronic documents – including email, PDF documents,
and all Microsoft Office or other formatted files.

Recording of information
Information created by the Centre must be managed against the same standards regardless of the
media in which it is stored. Information security is important especially when dealing with personal
information or sensitive policy information.
There are a number of basic rules:
• All personal information should be kept in lockable filing cabinets which are kept locked when the
room is unattended.
• Personal information held on computer systems should be adequately password protected.
Information should never be left up on a screen if the computer is unattended.
• Files containing personal or sensitive information should not be left out on desks overnight
• Where possible sensitive personal information should not be sent by e-mail, if there is no other
course of action then this must be password protected.
• If files need to be taken off the premises they should be secured in the boot of a car or in lockable
containers, signed in and out and returned the same day.
• Practitioners may carry data on memory sticks or other removable data carriers in order to access
their files both at home and at the centre. Any data carried in this way must be encrypted using
appropriate encryption software.
• All computer information should be backed up regularly and the back-up should be stored off the
site. v. Information contained in email, fax should be filed into the appropriate electronic or manual
filing system once it has been dealt with.

Responsibilities
The Centre has a corporate responsibility to maintain its records and record keeping systems in
accordance with the regulatory environment. The person with overall responsibility for this policy is
the Centre Manager.
Individual staff and employees must ensure that records for which they are responsible are accurate
and are maintained and disposed of in accordance with the centre’s records management guidelines.
Retention periods
Files should be disposed of in line with the attached retention schedule. This is a process which should
be undertaken on an annual basis during the month of August.

Disposal of records
IMPORTANT
No destruction of a record should take place without assurance that:
• The record is no longer required by any part of the business.
• No work is outstanding by any part of the business.
• No court cases or investigations are pending which affects the record and.
• Destruction should be carried out in a way that preserves the confidentiality of the record.
Storage
Archived records must be stored securely and in a locked cupboard. A folder titled children’s achieved
files is kept in the Nursery office this includes.
• A spread sheet of all archived information.
• The date it was archived
• The date it is due to be destroyed and
• Where it is stored.

Employment Practices Code: Supplementary Guidance 2.13.1 (Records of Disciplinary and Grievance)
Education Act 2002 guidance “Dealing with Allegations of Abuse against Teachers and Other Staff”
November 2005
The following is an extract from “Safeguarding Children and Safer Recruitment in Education” p60
“Record Keeping 5.10 It is important that a clear and comprehensive summary of any allegations
made, details of how the allegation was followed up and resolved, and a note of any action taken, and
decisions reached, is kept on a person’s confidential personnel file, and a copy provided to the person
concerned. The purpose of the record is to enable accurate information to be given in response to any
future request for a reference if the person has moved on. It will provide clarification in cases where
a future CRB Disclosure reveals information from the police about an allegation that did not result in
a criminal conviction. And it will help to prevent unnecessary reinvestigation if, as sometimes happens,
an allegation re-surfaces after a period of time. The record should be retained at least until the person
has reached normal retirement age or for a period of 10 years from the date of the allegation if that
is longer.