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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Records retention and disposal is the process by which the University decides whether records that are no longer current should be destroyed or transferred to the archive.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 DestroyedPersonnel retains full files for member of staff for the statutory period after departure
Annual Review of Staff, including the summaryF29.11CAY + 3 DestroyedN/A
Staff Performance and Development Review F29.9Termination of relationship + 6DestroyedN/A
Academic Section Financial Records F28.12CFY + 6Destroyed N/A
Student complaintsB3.14 Resolution of dispute + 6Destroyed N/A
Student complaints: Summary Report to the Vice-ChancellorB3.14 PermanentArchiveHeld in the Academic Registrar’s Office
Student appealsB3.13 Resolution of dispute + 6Destroyed N/A
Student legal casesE20.5 Resolution of dispute + 6Destroyed The Registrar and Secretary’s Office holds permanent copies.
School Board PapersE16.4 CAYDestroyedN/A
Council Papers and MinutesE16.3 PermanentArchivePapers are stored in the Academic Section strong room.
Council working file for current academic yearE16.3CAY + 1 DestroyedN/A
Council Files:E16.3
Lay member Personal Files E16.3 Academic year during which Council membership ceases + 1Destroyed N/A
Former Lay member contact details E16.3Permanent listArchive Held in the Academic Registrar’s Office
Council Procedural ChangesE16.3 PermanentArchiveHeld in the Academic Registrar’s Office
Induction and training Information E16.3Retain permanently most recent informationDestroyedN/A
Annual Council Lunch:
Lunch arrangements
Lunch speakers
E16.3CAY
Permanent
Destroyed Archive N/A
Held in the Academic Registrar’s Office
Nominations Committee: Papers and MinutesE16.4Permanent ArchiveHeld in the Academic Registrar’s Office
Nominations Committee: Working file for current academic yearE16.4 CAY + one termDestroyedN/A
Current Projects Files- Pruned annuallyDestroyed/retained as appropriateN/A
Notes from the Vice-Chancellor’s Advisory Group CAY + 2DestroyedN/A
Stationery Purchase Orders F28.12CAYDestroyed N/A

Employability and Careers Centre (under review 2013)


Description of Record Category Retention Period Action taken at the end of the record lifecycleArchive Details/Notes

Court: AS04


Description of Record Category Retention Period Action taken at the end of the record lifecycleArchive Details/Notes
Individual membership files E16.4Duration of membership DestroyedN/A
Court Meeting Papers and Minutes E16.4PermanentArchived PermanentlyHeld in the Academic Section
Budget InformationF28.12 CFY + 6DestroyedN/A
Attendance AnalysisE16.4 CAY + 5DestroyedN/A
General file per academic year E16.4CAY + 5Destroyed N/A
Letter templatesE16.4 Revised as necessaryDestroyed N/A

Student conduct office: AS05


Description of Record Category Retention Period Action taken at the end of the record lifecycleArchive Details/Notes
Student Conduct Committee Cases B3.12Termination of relationship + 6Destroyed See separate policy on the management of individual student records relating to non-academic disciplinary offences
Cases dealt with by the Proctor: No further actionB3.12 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 imposedB3.12 Termination of relationship + 6 Destroyed See separate policy on the management of individual student records relating to non-academic disciplinary offences
Running List for Student Conduct Committee CasesB3.12CAY + 10 DestroyedN/A
Running List for cases dealt with by the ProctorB3.12CAY + 10 DestroyedN/A
Student Conduct Panel: Minutes and PapersB3.7
B3.12
PermanentArchive Held in Discipline Office
Equal Opportunity Monitoring Statistics PermanentArchiveHeld with Student Disciplinary Panel Papers
Security reports resulting in no action taken by the ProctorB3.12 CAYDestroyedN/A
Running list of security incidents B3.12CAYDestroyed N/A

Exams and timetable office: AS06


Description of Record Category Retention Period Action taken at the end of the record lifecycleArchive Details/Notes
Temporary staff: contracts of employment F29.14CAYDestroyed N/A
Temporary staff: timesheets F29.14CAYDestroyed N/A
Temporary staff: spreadsheet for hours workedF29.14 CAY + 1 DestroyedN/A
Candidate/Exam Paper lists for Exam PeriodsB3.16CAY DestroyedN/A
Incidents Report FormsB3.16 CAY + 1DestroyedN/A
Correspondence with students B3.16CAYDestroyed N/A
Requests for room bookingsB3.16 CAY + 1DestroyedN/A
Handbooks for InvigilatorsB3.16 CAY + 6DestroyedN/A
Examination Guide for Students B3.16CAY + 6Destroyed N/A
Teaching TimetablesB3.16 CAY + 5DestroyedN/A
Examination TimetablesB3.16 CAY + 5DestroyedN/A
CMIS Procedure DocumentB3.16 Permanent working document - Updated as necessaryN/AN/A

Graduate school: AS07


Description of Record Category Retention Period Action taken at the end of the record lifecycleArchive Details/Notes
Individual student filesB3.10 CAY + 6DestroyedSee separate policy on the management, retention and disposal of students records
Student correspondenceB3.10 3 monthsDestroyedN/A
Student authority to register forms B3.10CAY + one term DestroyedN/A
Student personal details forms B3.10CAYDestroyed N/A
Pass lists for Masters students B3.16PermanentArchive Academic Departments also retain a copy. Graduate Schools copies are held in Academic Section archive
Examiners’ reports for research students A1.15PermanentArchive Held in the Academic Section archive
Student requests for transcripts B3.10CAY + one term DestroyedN/A
Certificate of Registration requests B3.10CAYDestroyed N/A
Chairs of Boards of Examiners Reports A1.15CAY + 6Destroyed Academic Departments also retain copies together with the marks grid and any other documentation associated with the Board.
Academic Offences Committee Outcomes B3.12CAY + 1Destroyed N/A
Appeals for taught students B3.13CAYDestroyed N/A
Appeals for research students B3.13Held on individual student filesDestroyedN/A
Student withdrawal detailsB3.11 CAY + 1DestroyedN/A
University Studentship details B3.7CAY + 6Destroyed N/A
Research Council AwardsA2.8 CAY + 3DestroyedN/A
Research Council Submission Rates A2.8PermanentArchived Held in the Graduate School
School Board Papers and Committees of the BoardE16.4Permanent ArchivedHeld in the Academic Section archive
Working Parties/ReviewsE16.4 CAY + 5DestroyedSee separate policy on the management, retention and disposal of working party papers
Periodic Review of Programmes of Study A1.9CAY + 5Destroyed N/A
Annual Monitoring ReportsA1.11 CAY + DestroyedN/A
Programme of Study Structures and Rules of AssessmentA1.15CAY DestroyedAcademic Departments hold permanent copies
Programme SpecificationsA1.11 CAYDestroyedAcademic Departments hold permanent copies
Departmental Files-CAY + 1DestroyedN/A
Topic Files-CAY + 1 DestroyedN/A
Budget ReportsF28.12 CAY + 3DestroyedN/A
Stafford Loan CertificationB3.7 CAY + 6DestroyedN/A
Record of students going into completion and further completionB3.11 CAY + 2DestroyedN/A
Year assessment list for research studentsB3.16CAY + 1 DestroyedN/A

Graduation office: AS08


Description of Record Category Retention Period Action taken at the end of the record lifecycleArchive Details/Notes
Degree Congregation Main Programme B3.17PermanentPermanent Held in the Degree Congregation Office
Degree Congregation Special Programme: Standard DocumentsB3.17 PermanentPermanentHeld in the Degree Congregation Office
Records relating to DOATAP (Formerly DIKATSAB3.10CAY + 4 DestroyedN/A
Duplicate Certificate requests B3.17CAY + 1Destroyed N/A
Honorary Graduands: Personal Information B3.17CAYDestroyed 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 ListsB3.17CAY + 4DestroyedN/A
SEC BookletsB3.17 PermanentPermanentHeld in Degree Congregation Office
Statistics on student conferral B3.17CAY + 4Destroyed N/A
University of Essex Pass Lists B3.17CAYDestroyed N/A
Degree Congregation Ceremony Videos B3.17PermanentArchived Held in the Academic Section archive
Budget InformationB3.17 CAY + 4DestroyedN/A
Documentation relating to Degree Congregation ceremony arrangements B3.17CAY + 4Destroyed N/A
Degree Congregation Ceremony Lists B3.17CAY + 4Destroyed N/A

Quality office (now Academic Standards and Partnerships Office): AS09


Description of Record Category Retention Period Action taken at the end of the record lifecycleArchive 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 lifecycleArchive Details/Notes
Data Protection Subject Access Requests F30.6CAY + 6Destroyed N/A
Data Protection Subject Access Request LogF30.6Permanent Held permanentlyHeld in the RMO
Data Protection Subject Access Request Process DocumentationF30.6 Permanent – amended as necessary Held permanentlyHeld in the RMO
Data Protection Annual Notification PapersF30.6CAY + 6 DestroyedN/A
Data Protection Act Texts, Policy Statements, Collection NoticesF30.6 Reviewed annually Year of amendment + 6 DestroyedN/A
Data Protection QueriesF30.6 CAY + 2DestroyedN/A
Non Standard Freedom of Information RequestsF30.7CAY + 6 DestroyedN/A
Freedom of Information Texts and Policy StatementsF30.7Reviewed annuallyYear of amendment + 6 DestroyedN/A
Freedom of Information Publication Schemes: Current versionF30.7 Permanent – amended as necessary Held permanentlyPublished on the Records Management webpages
Freedom of Information Publication Schemes: Library Hard Copies F30.7 CAY + 5 Destroyed N/A
Freedom of Information Queries F30.7CAY + 2Destroyed N/A
Freedom of Information Requests: Annual Report to University Steering Group F.30.7CAY + 5Destroyed N/A
Records Management Policies F30.9Reviewed every three years Year of amendment + 6Destroyed N/A
Records Management Good Practice Guides F30.9Reviewed every three years Year of amendment + 3Destroyed N/A
Records Management Steering Group Minutes and PapersF30.9CAY + 5DestroyedN/A
Records Management Network: Correspondence, communication and records relating to Network activityF30.9 CAY + 2DestroyedN/A
Records Management Policy Index and Review RecordF30.9 PermanentOngoing document – updated as necessaryHeld in the RMO
Records Management Training F30.9Reviewed annually Pruned as necessaryN/A
Budget and Financial Information F28.12CAY + 6Destroyed N/A
General RMO CorrespondenceF30.9 CAY + 2DestroyedN/A

Student support office: AS11


Description of Record Category Retention Period Action taken at the end of the record lifecycleArchive Details/Notes
Student DatabaseB4.13 Academic year during which last contact was made + 6DestroyedN/A
Individual Student FilesB4.13 Academic year during which last contact was made + 6DestroyedN/A
Individual Student Files: students who have died while registered at the University B4.13Academic Year of Death + 6 DestroyedN/A
Student correspondenceB4.13 CAY + 2DestroyedN/A
Student Support Office Financial Records F28.12CFY + 6Destroyed N/A
One-off enquiriesB4.13 CAY + 6DestroyedN/A
Access to Learning Fund Applications B4.13CAY + 6Destroyed N/A
Summary Records of Hardship Payments B4.13CAY + 6Destroyed N/A
Disabled Applicant FilesB4.13 CAY + 1Destroyed or transferred to individual student fileN/A
Work undertaken by the ACCESS Centre: Needs Assessment Notes and Final Report B4.13Internal Assessments: Transferred to individual student file External Assessments: CAY + 2 DestroyedN/A
Work Undertaken by ACCESS Centre: Financial RecordsB4.13CAY + 6DestroyedN/A
Student files on dyslexia/study skills tuitionB4.13Termination of relationship + 6Destroyed N/A
Timetable and application for dyslexia/study skills tuitionB4.13 Termination of relationshipPruned and either destroyed or transferred to individual student fileN/A
Recharging paperwork for dyslexia/study skills tuitionB4.13CAY + 3 DestroyedN/A
Individual examination disability recommendationsB4.13CAY + 2DestroyedN/A
Student Support Office Personnel Files F29.14Termination of relationship + 3DestroyedN/A
Student Support Worker (SSW) personal filesB4.13Termination of relationship + 3Destroyed N/A
Community Service Volunteer (CSV) personal filesB4.13 Termination of relationship + 3 DestroyedN/A
Student Support Worker timesheets B4.13CAY + 3Destroyed N/A
Recharging paperwork for Student Support WorkerB4.13CAY + 3 DestroyedN/A
Recruitment papers for CSV not appointed B4.13CAY + 1Destroyed N/A
Recruitment papers for SSW not appointed B4.13CAY + 1Destroyed N/A
Residents Support Network: Applications B4.13CAY + 2Destroyed N/A
Residents Support Network: Recruitment and Selection PapersB4.13 CAY + 2DestroyedN/A
Residents Support Network: Personal FilesB4.13Termination of relationship + 6Destroyed N/A
University Students Union Consultative CommitteeE16.4Permanent ArchiveHeld in Student Support Office
Welfare Forum PapersE16.4 CAY + 5DestroyedN/A
Access to Learning Fund Committee Papers E16.4CAY + 6Destroyed N/A
Papers relating to Sub-Committees that report to a Committee of Council or Senate E16.4CAY + 5Destroyed N/A
Working Party filesE16.4 CAY + 5DestroyedN/A

Systems administration office: AS12


Description of Record Category Retention Period Action taken at the end of the record lifecycleArchive Details/Notes
Senate Papers and MinutesE16.4 PermanentArchivePapers are stored in the Academic Section archive
Information Systems Strategy Committee Papers and MinutesE16.4 PermanentArchivePapers are stored within the Academic Section archive
Correspondence and submissions of text relating to the University Calendar E14.6CAY + 3Destroyed N/A
Correspondence and submissions of text relating to the University Regulations, Policy and ProceduresE14.6 CAY + 3DestroyedN/A
Correspondence and submissions of text relating to the Higher Degree Regulations and ProceduresE14.6CAY + 3 DestroyedN/A
Correspondence and submissions of text relating to the Student Handbook E14.6CAY + 3Destroyed N/A
University CalendarE14.6 PermanentSurplus 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 ProceduresE14.6Permanent Surplus copies held in Systems Administration Office for current academic year before being destroyedFive 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 E14.6PermanentSurplus copies held in Systems Administration Office for current academic year before being destroyedFive 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 HandbookE14.6 PermanentSurplus 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 F32.6CAY + 1Destroyed N/A
Correspondence and submissions of text relating to University Committees E14.6CAY + 1Destroyed N/A
Correspondence relating to the University fees scheduleF28.10 CAY + 1DestroyedN/A
General Files on Systems Administration Office activity-Pruned annuallyDestroyedN/A
Student Equal Opportunities forms B3.8DestroyedWithin six months of registrationN/A
Student PhotographsB3.8 DestroyedWithin six months of registrationN/A
Programmes of Study structures B3.15Permanent – amended as necessaryHeld permanently Held in the Systems Administration Office
Directory of modulesB3.15 Permanent – amended as necessary Held permanentlyHeld in the Systems Administration Office
Directory of modules: Correspondence with DepartmentsB3.15CAY + 1DestroyedN/A
Correspondence about students B3.10CAYDestroyed N/A
Information on Students on the Away Year B3.10CAYDestroyed N/A
Load: Information from Departments/CentresB3.10 CAY + 2DestroyedN/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 documentB3.18 Permanent – amended as necessary Held permanentlyHeld in the Systems Administration Office
Student Satisfaction Survey: Quality assurance policy documentationB3.18 CAY + 6DestroyedN/A
Student Assessment of Teaching: Results B3.18CAY + 5Destroyed N/A
Student Assessment of Teaching: Final ReportsB3.18Permanent ArchiveHeld in Academic Section archive
Working Party PapersE16.4 CAY + 5DestroyedN/A
Honorary Degrees Committee meeting papersD8.11Permanent ArchiveHeld in the Records Management Office
Honorary Degrees Committee: Reports to Parent CommitteeD8.11CAY + 3DestroyedN/A
Honorary Degrees Committee: Individual Nomination Forms and Correspondence D8.11CAY + 3Destroyed N/A
Honorary Degrees Committee: Permanent DatabaseD8.11Permanent ArchiveHeld in the Records Management Office

Undergraduate schools office (now Registry): AS13


Description of Record Category Retention Period Action taken at the end of the record lifecycleArchive Details/Notes
Student-related
Individual student filesB3.10 Termination of relationship + 6 Destroyed See separate policy on the management, retention and disposal of student records
Student Authority to Register Forms B3.10CAYDestroyed at the beginning of the following academic year N/A
Student personal details forms B3.10CAYDestroyed at the beginning of the following academic year N/A
First Year Extenuating Circumstances FormsB3.16CAY + 9 DestroyedN/A
Second and Final Year Extenuating Circumstances FormsB3.16 Termination of relationship + 6 DestroyedN/A
Board of Examiners fileA1.15 PermanentArchive permanently The files are held in the Academic Section archive
Student monitoring information/progress reportsB3.11CAY + 1 DestroyedN/A
Outcomes of progress committees B3.11Held on individual student filesDestroyedN/A
Outcomes of academic offences B3.11Reference copy: CAY + 2 Original copy held on individual student fileDestroyedN/A
AppealsB3.13Working Papers: CAY + 1
Record of appeal case and outcome held on individual student file
Destroyed N/A
Transcript requestsB3.10 CAYDestroyedN/A
Certificate of registration requests B3.10CAYDestroyed N/A
Tuition fee and attendance confirmation report informationB3.10CAY + 6DestroyedN/A
Weekly withdrawal lists and R41 forms B3.11CAY + 1Destroyed N/A
Information requests from/about students B3.10Purged every 6 months DestroyedN/A
Student summer vacation addresses B3.10Duration of summer vacation Destroy at the beginning of each new academic yearN/A
School-Related
School Board PapersE16.4 PermanentArchive permanently Held in the Academic Section archive.
Papers for School-related Committees E16.4CAY + 5Destroyed N/A
Paperwork relating to Periodic Review of Programmes of StudyA1.9CAY + 2DestroyedN/A
Module structuresA1.15 PermanentArchived permanently Held in Academic Section archive
Academic Department Files- CAY + 1DestroyedN/A
Enlightenment Module (CS101):
Administrative Correspondence
B3.15 CAY + 5DestroyedN/A
Enlightenment Module (CS101):
Class Lists
B3.15CAY DestroyedN/A
Enlightenment Module (CS101):
Student Marks
B3.15CAY + 2 DestroyedN/A
Enlightenment Module (CS101):
Exam Scripts
B3.15CAY + 2 DestroyedN/A
General files
Undergraduate Schools Office Staff files F29.14Termination of relationship + 2DestroyedPersonnel retains full files for member of staff for the statutory period after departure
Maths Management Committee Papers and MinutesE16.4Permanent Archive PermanentlyHeld in USO
Standard Letter TemplatesB3.10 Most recent version Destroyed N/A
Masters forms filesB3.10 Permanent – updated as necessary Held PermanentlyHeld in the USO
“How to file” Policy and Procedure HandbookB3.10Permanent – updated as necessaryHeld PermanentlyHeld in the USO
Academic Offences and Progress ProceduresB3.11Held until procedures updatedOne copy archived permanentlyHeld in USO
Departmental Handbooks- CAY + 1DestroyedN/A
Handbook for Chairs of Exam Boards B3.16Held until handbook updated One copy archived permanentlyHeld in USO
Undergraduate Assessment Procedures B3.16Held until procedures updated One copy archived permanentlyHeld in USO
Blank Intermission/Withdrawal Forms and related guidanceB3.11CAY + 6DestroyedN/A
Blank Extenuating Circumstances Forms and related guidanceB3.16 CAY + 6DestroyedN/A
General information from external sources: DfES, Student Loans Company -CAY + 5Destroyed N/A
Working Party FilesE16.4 CAY + 5Destroyed See separate policy on the management, retention and disposal of working party papers