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Retention Schedules

The following tables reflect the recommended periods for which records should be retained by academic departments. For advice on retention by non-teaching units please contact the Records Management Office.

 

Retention Schedule for Departmental Offices

Key:

CAY = Current Academic Year (records should be deleted at the beginning of the Academic Year following the one in which they were created)

CFY = Current Financial Year

CAY+2 = Current Academic Year, plus 2 further Acadmic Years (e.g. a record created during the 2012/13 academic year should be held until the end of the 2014/15 academic year).

Record Group Retention Period Archive? Citation
 
1  Departmental Management
Strategy, Policy and Planning development Superseded + 10 years Review JISC
Procedure development Superseded + 5 years   JISC
Performance Management (audits, analyses, reports) CAY + 1   JISC
Committees Life of committee + 3 years Review JISC
Gaining accreditation/ accreditation Life of programme   JISC
 
2  Student Administration
Individual Student files inc support* End of relationship + 6 years   Limitation Act 1980 c. 58
*Basic records of students (Name, dates of attendance, classification, records of modules taken and marks for these) are maintained by the student registry and accessible to departments upon request. Permanent (but by Registry not by department)  
Coursework



Part I    
Part II
Part II modules which may be taken as part of a four year scheme
Full-time Masters   
Part-time Masters

PhD thesis
* Held by Library on a longer term basis. May also be retained within department for reference purposes.
CAY+1
CAY+2
CAY+3

CAY+1
CAY+2

Graduation+1*

 
Examination Scripts

Part I    
Part II
Part II modules which may be taken as part of a four year scheme
Full-time Masters   
Part-time Masters


CAY+1
CAY+2
CAY+3


CAY+1
CAY+2
  JISC
Records documenting awards, classification and marks awarded to assessments (inc mark sheets, reviews re mitigating circumstances, etc) CAY + 6   Limitation Act 1980 c. 58
 3  Student Admissions
Handling enquiries from potential students CAY + 1   JISC
Applications - successful End of relationship + 6 years   Limitation Act 1980 c. 58
Applications - unsuccessful CAY + 1   JISC
 
4  Teaching
Curriculum development and review Superseded + 10 years   JISC
Course development, teaching materials and assessments Life of course Review JISC
Planning and conduct of teaching events CAY + 1   JISC
Programme administration (class lists, coursework submission records, etc) CAY + 1   JISC
External examiners' reports CAY + 5   JISC
Student and staff feedback (results of analyses) CAY + 5   JISC
 
5  Research
Research formulation and proposal documents Completion of project + 5 years   JISC
Research data Varies by project. Should be agreed at outset of project. Legal & regulatory guidance and the wishes of sponsors to be taken into account.   JISC
Research Management Completion + 6 years   Limitation Act 1980 c. 58
Research final reports Completion + 5 years Review JISC
Final versions of publications & presentations arising from research Publication + 3 years Review JISC
Research exploitation Last action + 5 Review JISC
Research partnership formation Life of partnership + 6 years   Limitation Act 1980 c. 58
Sponsor liaison documents CAY + 5   JISC
 
6  Personnel

Please note that documents should be submitted to HR for retention. Only documents under current and active administration need be retained by the Department.
Job specification development Superseded + 5   JISC
Recruitment authorisation CAY + 1   JISC
Unsuccessful applications Appointment + 6 months   1975 c.65; 1976 c.74; 1995 c.50
Successful applications Termination of employment + 6 years   1975 c.65; 1976 c.74; 1995 c.50
Leave (annual, sick, etc)* Sick leave to be reported to HR via Core to keep for term of employment + 40   *IR CA30
Staff performance and development CAY + 5   JISC
 
7  Finance
Financial Accounting CFY + 6   1970 c.9; 1980 c.58; 1994 c.23; HMCE 700/21
Purchase Orders & goods received notes CFY + 6   1970 c.9; 1980 c.58; 1994 c.23; HMCE 700/21


This page was last edited on: 7/19/2016 1:00 PM