Each school has a responsibility to maintain its records and record keeping systems. Although schools will have their own methods of creating and keeping records, and sharing information with governors, staff, students, parents and the general public, they should be aware that, in doing so, they need to take account of matters such as:
- the most efficient and effective way of storing records and information , in other words, paper or electronic forms;
- the confidential nature of the records and information stored;
- the security of the record system/s used;
- privacy and disclosure;
The most comprehensive guide to records management for schools can be in a document published by the information and records management society: ‘Information Management Toolkit for Schools’. The toolkit should be used as a ‘go-to guide’ that you can drop in and out off.
You should ensure that your school has the following in place:
Information Asset Register
This lists all the information your school holds (both personal and non personal records), how long you should hold that information (i.e retention period), and who in the school is responsible for that data (known as an ‘information asset owner’), and who also has access to that data (i.e the County Council or DofE);
This is a record of what information you have destroyed (because it has reached the end of its retention date), the method of destruction, and the member of staff who authorised destruction.