Academic Section Retention Schedule

Records Management overview

Records retention and disposal is the process by which the University decides whether records that are no longer current should be destroyed or transferred to the archive. All University records fall into three categories:

Current (when data may be added to the record)
Semi-current (when the record has been closed but is used as a reference tool for administrative purposes)
Archived (when it has been selected for permanent retention)

The retention period refers to the life of the record as a “current” or “semi-current” record. When a record reaches the end of its retention period, it must be either destroyed or archived permanently.

Records retention schedule

The following retention schedule provides a structured framework for the retention and disposal of all records managed by all the offices in the Academic Section. The schedule is divided up according to the offices of the Section and should be read and used in conjunction with the Section’s records management policy and relevant procedure documents. Please note that offices are listed in alphabetic order but the records are listed in no particular order within each office. The records are categorised according to the JISC Study of the Records Lifecycle: HEI Function and Activity Model.

CAY = Current Academic YearCFY = Current Financial YearCCY = Current Calendar Year

Academic registrar's office: AS01

Description of Record	Category	Retention Period	Action taken at the end of the record lifecycle	Archive Details/Notes
Academic Section Staff files	F29.14	Termination of relationship + 2	Destroyed	Personnel retains full files for member of staff for the statutory period after departure
Annual Review of Staff, including the summary	F29.11	CAY + 3	Destroyed	N/A
Staff Performance and Development Review	F29.9	Termination of relationship + 6	Destroyed	N/A
Academic Section Financial Records	F28.12	CFY + 6	Destroyed	N/A
Student complaints	B3.14	Resolution of dispute + 6	Destroyed	N/A
Student complaints: Summary Report to the Vice-Chancellor	B3.14	Permanent	Archive	Held in the Academic Registrar’s Office
Student appeals	B3.13	Resolution of dispute + 6	Destroyed	N/A
Student legal cases	E20.5	Resolution of dispute + 6	Destroyed	The Registrar and Secretary’s Office holds permanent copies.
School Board Papers	E16.4	CAY	Destroyed	N/A
Council Papers and Minutes	E16.3	Permanent	Archive	Papers are stored in the Academic Section strong room.
Council working file for current academic year	E16.3	CAY + 1	Destroyed	N/A
Council Files:	E16.3
Lay member Personal Files	E16.3	Academic year during which Council membership ceases + 1	Destroyed	N/A
Former Lay member contact details	E16.3	Permanent list	Archive	Held in the Academic Registrar’s Office
Council Procedural Changes	E16.3	Permanent	Archive	Held in the Academic Registrar’s Office
Induction and training Information	E16.3	Retain permanently most recent information	Destroyed	N/A
Annual Council Lunch: Lunch arrangements Lunch speakers	E16.3	CAY Permanent	Destroyed Archive	N/A Held in the Academic Registrar’s Office
Nominations Committee: Papers and Minutes	E16.4	Permanent	Archive	Held in the Academic Registrar’s Office
Nominations Committee: Working file for current academic year	E16.4	CAY + one term	Destroyed	N/A
Current Projects Files	-	Pruned annually	Destroyed/retained as appropriate	N/A
Notes from the Vice-Chancellor’s Advisory Group		CAY + 2	Destroyed	N/A
Stationery Purchase Orders	F28.12	CAY	Destroyed	N/A

Counselling service: AS03

Description of Record	Category	Retention Period	Action taken at the end of the record lifecycle	Archive Details/Notes
Individual case notes	B4.10	Termination of relationship + 6	Destroyed	N/A
Individual client contact details	B4.10	Termination of relationship + 6	Destroyed	N/A
Budget Records	F28.12	CFY + 6	Destroyed	N/A
Individual Staff Files	F29.14	Termination of Relationship + 6	Destroyed	N/A
Appointment Diary	B4.10	CAY + 1	Destroyed	N/A
Prospective employee CVs	F29.7	CAY + 5	Destroyed	N/A

Court: AS04

Description of Record	Category	Retention Period	Action taken at the end of the record lifecycle	Archive Details/Notes
Individual membership files	E16.4	Duration of membership	Destroyed	N/A
Court Meeting Papers and Minutes	E16.4	Permanent	Archived Permanently	Held in the Academic Section
Budget Information	F28.12	CFY + 6	Destroyed	N/A
Attendance Analysis	E16.4	CAY + 5	Destroyed	N/A
General file per academic year	E16.4	CAY + 5	Destroyed	N/A
Letter templates	E16.4	Revised as necessary	Destroyed	N/A

Discipline office: AS05

Description of Record	Category	Retention Period	Action taken at the end of the record lifecycle	Archive Details/Notes
Disciplinary Committee Cases	B3.12	Termination of relationship + 6	Destroyed	See separate policy on the management of individual student records relating to non-academic disciplinary offences
Cases dealt with by the Proctor: No further action	B3.12	Termination of relationship	Destroyed	See separate policy on the management of individual student records relating to non-academic disciplinary offences
Cases dealt with by the Proctor: Sanction imposed	B3.12	Termination of relationship + 6	Destroyed	See separate policy on the management of individual student records relating to non-academic disciplinary offences
Running List for Disciplinary Committee Cases	B3.12	CAY + 10	Destroyed	N/A
Running List for cases dealt with by the Proctor	B3.12	CAY + 10	Destroyed	N/A
Disciplinary and Membership Panel: Minutes and Papers	B3.7 B3.12	Permanent	Archive	Held in Discipline Office
Equal Opportunity Monitoring Statistics		Permanent	Archive	Held with Student Disciplinary Panel Papers
Security reports resulting in no action taken by the Proctor	B3.12	CAY	Destroyed	N/A
Running list of security incidents	B3.12	CAY	Destroyed	N/A

Exams and timetable office: AS06

Description of Record	Category	Retention Period	Action taken at the end of the record lifecycle	Archive Details/Notes
Temporary staff: contracts of employment	F29.14	CAY	Destroyed	N/A
Temporary staff: timesheets	F29.14	CAY	Destroyed	N/A
Temporary staff: spreadsheet for hours worked	F29.14	CAY + 1	Destroyed	N/A
Candidate/Exam Paper lists for Exam Periods	B3.16	CAY	Destroyed	N/A
Incidents Report Forms	B3.16	CAY + 1	Destroyed	N/A
Correspondence with students	B3.16	CAY	Destroyed	N/A
Requests for room bookings	B3.16	CAY + 1	Destroyed	N/A
Handbooks for Invigilators	B3.16	CAY + 6	Destroyed	N/A
Examination Guide for Students	B3.16	CAY + 6	Destroyed	N/A
Teaching Timetables	B3.16	CAY + 5	Destroyed	N/A
Examination Timetables	B3.16	CAY + 5	Destroyed	N/A
CMIS Procedure Document	B3.16	Permanent working document - Updated as necessary	N/A	N/A

Graduate school: AS07

Description of Record	Category	Retention Period	Action taken at the end of the record lifecycle	Archive Details/Notes
Individual student files	B3.10	CAY + 6	Destroyed	See separate policy on the management, retention and disposal of students records
Student correspondence	B3.10	3 months	Destroyed	N/A
Student authority to register forms	B3.10	CAY + one term	Destroyed	N/A
Student personal details forms	B3.10	CAY	Destroyed	N/A
Pass lists for Masters students	B3.16	Permanent	Archive	Academic Departments also retain a copy. Graduate Schools copies are held in Academic Section archive
Examiners’ reports for research students	A1.15	Permanent	Archive	Held in the Academic Section archive
Student requests for transcripts	B3.10	CAY + one term	Destroyed	N/A
Certificate of Registration requests	B3.10	CAY	Destroyed	N/A
Chairs of Boards of Examiners Reports	A1.15	CAY + 6	Destroyed	Academic Departments also retain copies together with the marks grid and any other documentation associated with the Board.
Academic Offences Committee Outcomes	B3.12	CAY + 1	Destroyed	N/A
Appeals for taught students	B3.13	CAY	Destroyed	N/A
Appeals for research students	B3.13	Held on individual student files	Destroyed	N/A
Student withdrawal details	B3.11	CAY + 1	Destroyed	N/A
University Studentship details	B3.7	CAY + 6	Destroyed	N/A
Research Council Awards	A2.8	CAY + 3	Destroyed	N/A
Research Council Submission Rates	A2.8	Permanent	Archived	Held in the Graduate School
School Board Papers and Committees of the Board	E16.4	Permanent	Archived	Held in the Academic Section archive
Working Parties/Reviews	E16.4	CAY + 5	Destroyed	See separate policy on the management, retention and disposal of working party papers
Periodic Review of Programmes of Study	A1.9	CAY + 5	Destroyed	N/A
Annual Monitoring Reports	A1.11	CAY +	Destroyed	N/A
Programme of Study Structures and Rules of Assessment	A1.15	CAY	Destroyed	Academic Departments hold permanent copies
Programme Specifications	A1.11	CAY	Destroyed	Academic Departments hold permanent copies
Departmental Files	-	CAY + 1	Destroyed	N/A
Topic Files	-	CAY + 1	Destroyed	N/A
Budget Reports	F28.12	CAY + 3	Destroyed	N/A
Stafford Loan Certification	B3.7	CAY + 6	Destroyed	N/A
Record of students going into completion and further completion	B3.11	CAY + 2	Destroyed	N/A
Year assessment list for research students	B3.16	CAY + 1	Destroyed	N/A

Graduation office: AS08

Description of Record	Category	Retention Period	Action taken at the end of the record lifecycle	Archive Details/Notes
Degree Congregation Main Programme	B3.17	Permanent	Permanent	Held in the Degree Congregation Office
Degree Congregation Special Programme: Standard Documents	B3.17	Permanent	Permanent	Held in the Degree Congregation Office
Records relating to DOATAP (Formerly DIKATSA	B3.10	CAY + 4	Destroyed	N/A
Duplicate Certificate requests	B3.17	CAY + 1	Destroyed	N/A
Honorary Graduands: Personal Information	B3.17	CAY	Destroyed	N/A
Honorary Graduates: Orations and Responses	B3.17	Permanent	Archive	Held in the Vice-Chancellor’s Office and Albert Sloman Library
Correspondence relating to prizes and their recipients	B3.17	CAY + 4	Destroyed	N/A
Writtle College Pass Lists	B3.17	CAY + 4	Destroyed	N/A
Writtle College Booklets	B3.17	Permanent	Permanent	Held in Degree Congregation Office
SEC Pass Lists	B3.17	CAY + 4	Destroyed	N/A
SEC Booklets	B3.17	Permanent	Permanent	Held in Degree Congregation Office
Statistics on student conferral	B3.17	CAY + 4	Destroyed	N/A
University of Essex Pass Lists	B3.17	CAY	Destroyed	N/A
Degree Congregation Ceremony Videos	B3.17	Permanent	Archived	Held in the Academic Section archive
Budget Information	B3.17	CAY + 4	Destroyed	N/A
Documentation relating to Degree Congregation ceremony arrangements	B3.17	CAY + 4	Destroyed	N/A
Degree Congregation Ceremony Lists	B3.17	CAY + 4	Destroyed	N/A

Quality office: AS09

Description of Record	Category	Retention Period	Action taken at the end of the record lifecycle	Archive Details/Notes
Documentation relating to Periodic Review of Programmes of Study	E18.6	CAY + 5	Destroyed	Held in the QAEO
Reports of Periodic Reviews of Programmes of Study	E18.6	Permanent	Archive	Held in the QAEO
Subject Review Reports	E18.6	Permanent	Archive	Held in the QAEO
Subject Review Procedures	E18.6	Permanent	Archive	Held in the QAEO
External Examiner Reports and Departmental Responses	E18.6	CAY + 6	Destroyed	Held in the QAEO
External Examiner Files	E18.6	Termination of relationship + 1	Destroyed	N/A
Personal information retained on the External Examiner Database	E18.1-5	Permanent	Archive	Held in the QAEO
Academic Standards Committee Papers and Minutes	E18.1-5	Permanent	Archive	Held in the QAEO
Quality Enhancement Committee Papers and Minutes	E18.1-5	Permanent	Archive	Held in the QAEO
Quality Assurance and Enhancement Committee Papers	E18.1-5	Permanent	Archive	Held in the QAEO
QAA correspondence	E18.6	CAY + 6	Destroyed	N/A
University of Essex QAA Code of Practice Compliance Grids	E18.6	Permanent - updated periodically	Relevant information archived	Held in the QAEO
Professional and Statutory Bodies Accreditation Reports	E18.7	Held until publication of new report	Destroyed	N/A
Institutional Audit documentation	E18.6	Date of last audit + 6	Destroyed	N/A
QAA Audit Reports	E18.6	Permanent	Archive	Two copies held in the QAEO
Annual Monitoring Reports	E18.6	CAY + 6	Destroyed	N/A

Records management office: AS10

Description of Record	Category	Retention Period	Action taken at the end of the record lifecycle	Archive Details/Notes
Data Protection Subject Access Requests	F30.6	CAY + 6	Destroyed	N/A
Data Protection Subject Access Request Log	F30.6	Permanent	Held permanently	Held in the RMO
Data Protection Subject Access Request Process Documentation	F30.6	Permanent – amended as necessary	Held permanently	Held in the RMO
Data Protection Annual Notification Papers	F30.6	CAY + 6	Destroyed	N/A
Data Protection Act Texts, Policy Statements, Collection Notices	F30.6	Reviewed annually Year of amendment + 6	Destroyed	N/A
Data Protection Queries	F30.6	CAY + 2	Destroyed	N/A
Non Standard Freedom of Information Requests	F30.7	CAY + 6	Destroyed	N/A
Freedom of Information Texts and Policy Statements	F30.7	Reviewed annuallyYear of amendment + 6	Destroyed	N/A
Freedom of Information Publication Schemes: Current version	F30.7	Permanent – amended as necessary	Held permanently	Published on the Records Management webpages
Freedom of Information Publication Schemes: Library Hard Copies	F30.7	CAY + 5	Destroyed	N/A
Freedom of Information Queries	F30.7	CAY + 2	Destroyed	N/A
Freedom of Information Requests: Annual Report to University Steering Group	F.30.7	CAY + 5	Destroyed	N/A
Records Management Policies	F30.9	Reviewed every three years Year of amendment + 6	Destroyed	N/A
Records Management Good Practice Guides	F30.9	Reviewed every three years Year of amendment + 3	Destroyed	N/A
Records Management Steering Group Minutes and Papers	F30.9	CAY + 5	Destroyed	N/A
Records Management Network: Correspondence, communication and records relating to Network activity	F30.9	CAY + 2	Destroyed	N/A
Records Management Policy Index and Review Record	F30.9	Permanent	Ongoing document – updated as necessary	Held in the RMO
Records Management Training	F30.9	Reviewed annually	Pruned as necessary	N/A
Budget and Financial Information	F28.12	CAY + 6	Destroyed	N/A
General RMO Correspondence	F30.9	CAY + 2	Destroyed	N/A

Student support office: AS11

Description of Record	Category	Retention Period	Action taken at the end of the record lifecycle	Archive Details/Notes
Student Database	B4.13	Academic year during which last contact was made + 6	Destroyed	N/A
Individual Student Files	B4.13	Academic year during which last contact was made + 6	Destroyed	N/A
Individual Student Files: students who have died while registered at the University	B4.13	Academic Year of Death + 6	Destroyed	N/A
Student correspondence	B4.13	CAY + 2	Destroyed	N/A
Student Support Office Financial Records	F28.12	CFY + 6	Destroyed	N/A
One-off enquiries	B4.13	CAY + 6	Destroyed	N/A
Access to Learning Fund Applications	B4.13	CAY + 6	Destroyed	N/A
Summary Records of Hardship Payments	B4.13	CAY + 6	Destroyed	N/A
Disabled Applicant Files	B4.13	CAY + 1	Destroyed or transferred to individual student file	N/A
Work undertaken by the ACCESS Centre: Needs Assessment Notes and Final Report	B4.13	Internal Assessments: Transferred to individual student file External Assessments: CAY + 2	Destroyed	N/A
Work Undertaken by ACCESS Centre: Financial Records	B4.13	CAY + 6	Destroyed	N/A
Student files on dyslexia/study skills tuition	B4.13	Termination of relationship + 6	Destroyed	N/A
Timetable and application for dyslexia/study skills tuition	B4.13	Termination of relationship	Pruned and either destroyed or transferred to individual student file	N/A
Recharging paperwork for dyslexia/study skills tuition	B4.13	CAY + 3	Destroyed	N/A
Individual examination disability recommendations	B4.13	CAY + 2	Destroyed	N/A
Student Support Office Personnel Files	F29.14	Termination of relationship + 3	Destroyed	N/A
Student Support Worker (SSW) personal files	B4.13	Termination of relationship + 3	Destroyed	N/A
Community Service Volunteer (CSV) personal files	B4.13	Termination of relationship + 3	Destroyed	N/A
Student Support Worker timesheets	B4.13	CAY + 3	Destroyed	N/A
Recharging paperwork for Student Support Worker	B4.13	CAY + 3	Destroyed	N/A
Recruitment papers for CSV not appointed	B4.13	CAY + 1	Destroyed	N/A
Recruitment papers for SSW not appointed	B4.13	CAY + 1	Destroyed	N/A
Residents Support Network: Applications	B4.13	CAY + 2	Destroyed	N/A
Residents Support Network: Recruitment and Selection Papers	B4.13	CAY + 2	Destroyed	N/A
Residents Support Network: Personal Files	B4.13	Termination of relationship + 6	Destroyed	N/A
University Students Union Consultative Committee	E16.4	Permanent	Archive	Held in Student Support Office
Welfare Forum Papers	E16.4	CAY + 5	Destroyed	N/A
Access to Learning Fund Committee Papers	E16.4	CAY + 6	Destroyed	N/A
Papers relating to Sub-Committees that report to a Committee of Council or Senate	E16.4	CAY + 5	Destroyed	N/A
Working Party files	E16.4	CAY + 5	Destroyed	N/A

Systems administration office: AS12

Description of Record	Category	Retention Period	Action taken at the end of the record lifecycle	Archive Details/Notes
Senate Papers and Minutes	E16.4	Permanent	Archive	Papers are stored in the Academic Section archive
Information Systems Strategy Committee Papers and Minutes	E16.4	Permanent	Archive	Papers are stored within the Academic Section archive
Correspondence and submissions of text relating to the University Calendar	E14.6	CAY + 3	Destroyed	N/A
Correspondence and submissions of text relating to the University Regulations, Policy and Procedures	E14.6	CAY + 3	Destroyed	N/A
Correspondence and submissions of text relating to the Higher Degree Regulations and Procedures	E14.6	CAY + 3	Destroyed	N/A
Correspondence and submissions of text relating to the Student Handbook	E14.6	CAY + 3	Destroyed	N/A
University Calendar	E14.6	Permanent	Surplus copies held in Systems Administration Office for current academic year before being destroyed	Five copies for each academic year are held for ten years in the University Strong Room. Two copies are then retained permanently at the end of the initial ten year period.
University Regulations, Policy and Procedures	E14.6	Permanent	Surplus copies held in Systems Administration Office for current academic year before being destroyed	Five copies for each academic year are held for ten years in the Academic Section archive. Two copies are then retained permanently at the end of the initial ten year period.
Higher Degree Regulations and Procedures	E14.6	Permanent	Surplus copies held in Systems Administration Office for current academic year before being destroyed	Five copies for each academic year are held for ten years in the Academic Section archive. Two copies are then retained permanently at the end of the initial ten year period.
Student Handbook	E14.6	Permanent	Surplus copies held in Systems Administration Office for current academic year before being destroyed	Five copies for each academic year are held for ten years in the Academic Section archive. Two copies are then retained permanently at the end of the initial ten year period.
Correspondence and submissions of text relating to the Records Management website	F32.6	CAY + 1	Destroyed	N/A
Correspondence and submissions of text relating to University Committees	E14.6	CAY + 1	Destroyed	N/A
Correspondence relating to the University fees schedule	F28.10	CAY + 1	Destroyed	N/A
General Files on Systems Administration Office activity	-	Pruned annually	Destroyed	N/A
Student Equal Opportunities forms	B3.8	Destroyed	Within six months of registration	N/A
Student Photographs	B3.8	Destroyed	Within six months of registration	N/A
Programmes of Study structures	B3.15	Permanent – amended as necessary	Held permanently	Held in the Systems Administration Office
Directory of modules	B3.15	Permanent – amended as necessary	Held permanently	Held in the Systems Administration Office
Directory of modules: Correspondence with Departments	B3.15	CAY + 1	Destroyed	N/A
Correspondence about students	B3.10	CAY	Destroyed	N/A
Information on Students on the Away Year	B3.10	CAY	Destroyed	N/A
Load: Information from Departments/Centres	B3.10	CAY + 2	Destroyed	N/A
Crossload	B3.10	CAY	Destroyed	N/A
Information on New Modules/Structures	A1.12	CAY + 1	Destroyed	N/A
Budget Information	F28.12	CAY + 1	Destroyed	N/A
Systems Administration Office Meetings Minutes and Papers	E16.4	CAY + 2	Destroyed	N/A
Academic Section Briefing Meeting Minutes and Papers	E16.4	CAY + 6	Destroyed	N/A
E-mail correspondence with users and programmers of Systems Administration Office Databases	F32.6 F32.9	CAY + 1	Destroyed	N/A
Training Documents for Systems Administration Office Databases	F32.9	Permanent	Held permanently	Held in the Systems Administration Office
Enhancement and Development Information for Systems Administration Office Databases	F32.6	CAY + 1	Destroyed	N/A
Academic Section website development	F32.6	CAY + 2	Destroyed	N/A
Student Satisfaction Survey: Raw data relating to the student responses	B3.18	CAY + 1	Destroyed	N/A
Student Satisfaction Survey: Quantitive and qualitative reports generated by the SSS software	B3.18	CAY + 6	Destroyed	N/A
Student Satisfaction Survey: Statistical summary reports of the quantitive data	B3.18	CAY + 6	Destroyed	N/A
Student Satisfaction Survey: Office procedures document	B3.18	Permanent – amended as necessary	Held permanently	Held in the Systems Administration Office
Student Satisfaction Survey: Quality assurance policy documentation	B3.18	CAY + 6	Destroyed	N/A
Student Assessment of Teaching: Results	B3.18	CAY + 5	Destroyed	N/A
Student Assessment of Teaching: Final Reports	B3.18	Permanent	Archive	Held in Academic Section archive
Working Party Papers	E16.4	CAY + 5	Destroyed	N/A
Honorary Degrees Committee meeting papers	D8.11	Permanent	Archive	Held in the Records Management Office
Honorary Degrees Committee: Reports to Parent Committee	D8.11	CAY + 3	Destroyed	N/A
Honorary Degrees Committee: Individual Nomination Forms and Correspondence	D8.11	CAY + 3	Destroyed	N/A
Honorary Degrees Committee: Permanent Database	D8.11	Permanent	Archive	Held in the Records Management Office

Undergraduate schools office: AS13

Description of Record	Category	Retention Period	Action taken at the end of the record lifecycle	Archive Details/Notes
Student-related
Individual student files	B3.10	Termination of relationship + 6	Destroyed	See separate policy on the management, retention and disposal of student records
Student Authority to Register Forms	B3.10	CAY	Destroyed at the beginning of the following academic year	N/A
Student personal details forms	B3.10	CAY	Destroyed at the beginning of the following academic year	N/A
First Year Extenuating Circumstances Forms	B3.16	CAY + 9	Destroyed	N/A
Second and Final Year Extenuating Circumstances Forms	B3.16	Termination of relationship + 6	Destroyed	N/A
Board of Examiners file	A1.15	Permanent	Archive permanently	The files are held in the Academic Section archive
Student monitoring information/progress reports	B3.11	CAY + 1	Destroyed	N/A
Outcomes of progress committees	B3.11	Held on individual student files	Destroyed	N/A
Outcomes of academic offences	B3.11	Reference copy: CAY + 2 Original copy held on individual student file	Destroyed	N/A
Appeals	B3.13	Working Papers: CAY + 1 Record of appeal case and outcome held on individual student file	Destroyed	N/A
Transcript requests	B3.10	CAY	Destroyed	N/A
Certificate of registration requests	B3.10	CAY	Destroyed	N/A
Tuition fee and attendance confirmation report information	B3.10	CAY + 6	Destroyed	N/A
Weekly withdrawal lists and R41 forms	B3.11	CAY + 1	Destroyed	N/A
Information requests from/about students	B3.10	Purged every 6 months	Destroyed	N/A
Student summer vacation addresses	B3.10	Duration of summer vacation	Destroy at the beginning of each new academic year	N/A
School-Related
School Board Papers	E16.4	Permanent	Archive permanently	Held in the Academic Section archive.
Papers for School-related Committees	E16.4	CAY + 5	Destroyed	N/A
Paperwork relating to Periodic Review of Programmes of Study	A1.9	CAY + 2	Destroyed	N/A
Module structures	A1.15	Permanent	Archived permanently	Held in Academic Section archive
Academic Department Files	-	CAY + 1	Destroyed	N/A
Enlightenment Module (CS101): Administrative Correspondence	B3.15	CAY + 5	Destroyed	N/A
Enlightenment Module (CS101): Class Lists	B3.15	CAY	Destroyed	N/A
Enlightenment Module (CS101): Student Marks	B3.15	CAY + 2	Destroyed	N/A
Enlightenment Module (CS101): Exam Scripts	B3.15	CAY + 2	Destroyed	N/A
General files
Undergraduate Schools Office Staff files	F29.14	Termination of relationship + 2	Destroyed	Personnel retains full files for member of staff for the statutory period after departure
Maths Management Committee Papers and Minutes	E16.4	Permanent	Archive Permanently	Held in USO
Standard Letter Templates	B3.10	Most recent version	Destroyed	N/A
Masters forms files	B3.10	Permanent – updated as necessary	Held Permanently	Held in the USO
“How to file” Policy and Procedure Handbook	B3.10	Permanent – updated as necessary	Held Permanently	Held in the USO
Academic Offences and Progress Procedures	B3.11	Held until procedures updated	One copy archived permanently	Held in USO
Departmental Handbooks	-	CAY + 1	Destroyed	N/A
Handbook for Chairs of Exam Boards	B3.16	Held until handbook updated	One copy archived permanently	Held in USO
Undergraduate Assessment Procedures	B3.16	Held until procedures updated	One copy archived permanently	Held in USO
Blank Intermission/Withdrawal Forms and related guidance	B3.11	CAY + 6	Destroyed	N/A
Blank Extenuating Circumstances Forms and related guidance	B3.16	CAY + 6	Destroyed	N/A
General information from external sources: DfES, Student Loans Company	-	CAY + 5	Destroyed	N/A
Working Party Files	E16.4	CAY + 5	Destroyed	See separate policy on the management, retention and disposal of working party papers

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