Data Retention Info

DATA PROTECTION

DATA RETENTION PERIODS FOR SCHOOLS

POLICY  in

Sacred Heart N.S., Newbawn, Co. Wexford

 

 051-428416     : shnsnewbawn@gmail.com    16072O    www.newbawnns.com

 

 

Pupil Related

 

Retention Periods

School Register/Roll Books

Enrolment Forms

Disciplinary notes

Test Results – Standardised

Psychological Assessments etc.

SEN Files/IEPS

Accident Reports

Child Protection Reports/Records

S.29 Appeals

Indefinitely

Hold until Pupil is 25 Years

Never Destroy

Hold until pupil is 25 Years

Never Destroy

Never Destroy

Never Destroy

Never Destroy

Never Destroy

Interview Records

 

Interview Board

Marking Scheme

Board of Management notes (for unsuccessful candidates)

18 months from close of competition plus 6 months in case Equality Tribunal needs to inform school that a claim is being taken

Staff Records

 

Contract of Employment

Teaching Council Registration

Vetting Records

 

Accident/Injury at work Reports

Retention for duration of employment + 7 years

 

 

(6 years to make a claim against the school plus 1 year for proceedings to be served on school)

BoM Records

 

BOM Agenda and Minutes

CC TV Recordings

 

 

Payroll & Taxation

 

 

Invoices/receipts

 

Audited Accounts

Indefinitely

28 days normally. In the event of criminal investigation – as long as is necessary

 

Revenue require a 6-year period after the end of the tax year

 

Retain for 7 Years

 

Indefinitely

Why, in certain circumstances, does the Data Protection Commission recommend the holding of records until the former pupil has attained 25 years of age?

 

The reasoning is that a pupil reaches the age of majority at 18 years and that there should be a 6-year limitation period in which it would be possible to take a claim against a school, plus 1 year for proceedings to be served on a school. The Statute of Limitations imposes a limit on a right of action so that after a prescribed period any action can be time barred.