12 Records Management and Retention Policy, Including Recordings

Purpose

This policy defines what records are kept, how they are stored, who can access them, and how long they are retained, with particular care for live lesson recordings and online safeguarding evidence.

Records covered

• Pupil registration and attendance or engagement records.
• Learning records, including submitted work and feedback.
• Safeguarding records and incident logs.
• Online safety incident records, including moderation outcomes.
• Staff recruitment and suitability records, where applicable.
• Recordings of live lessons that pupils can watch.

Storage and security

• Records are stored securely using approved school systems.
• Access is restricted by role, on the principle of least privilege.
• Evidence used for safeguarding or online safety is stored in a secure location and protected from alteration.

Recording management

• Recordings are created and stored for educational purposes only.
• Recordings are access-controlled so that only enrolled pupils in that class can view them.
• Recordings are not shared outside the school.
• Where a recording contains pupil-identifiable material it does not need, staff minimise that exposure in future recordings.

Retention periods

The school keeps records only for the period set out in its retention schedule, which is reviewed each year. As a working basis: safeguarding records are kept in line with safeguarding and legal requirements, which is longer than ordinary school records; attendance, engagement and learning records are kept for the period the school needs to show progress and answer a reasonable family request; and lesson recordings are deleted at the end of the academic year in which they were made, unless they are needed for an open safeguarding matter.

Deletion and disposal

When a retention period ends, records including recording files are securely deleted or disposed of in line with this policy and the school's system capabilities. Deletion requests are processed subject to legal and safeguarding constraints, which the school explains when it withholds a record.

Retention schedule ownership

The school maintains an up-to-date retention schedule, held by the school office, and reviews it annually.

Review

This policy is reviewed at least once a year and whenever guidance or systems change.