School records-management policy

Purpose

This policy sets out arrangements for managing records so that the school has a well-structured file plan, standard electronic file-naming conventions, and clear rules for retaining and deleting documents.

Scope

These arrangements apply where a school manages electronic or paper records containing personal information. The file plan, naming conventions and retention arrangements should be adapted to the school’s systems and records.

File plan

The school should maintain a well-structured file plan for its records. The file plan should provide a clear and consistent structure for organising records in the school’s systems and records.

Electronic file-naming conventions

The school should use standard file-naming conventions for electronic documents. The conventions should be documented and applied consistently to support the organisation and retrieval of electronic records.

Retention and deletion

The school should maintain a clear retention policy that defines when documents are to be kept and when they are to be deleted. Retention and deletion arrangements should be adapted to the school’s systems and records.

Accountability and documentation

The file plan, electronic file-naming conventions, and retention policy should support the school’s accountability and documentation obligations.