DOCUMENT RETENTION AND
RECORD MANAGEMENT POLICY
Setpoint London East recognises that the efficient management of its records is necessary to comply with its legal and regulatory obligations and to contribute to the effective overall management of the institution. This document provides the policy framework through which this effective management can be achieved and audited. It covers scope, responsibilities and relationships with existing policies.
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Scope of policy
This policy applies to all records created, received or maintained by staff of Setpoint London East in the course of carrying out its functions.
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Records are defined as all those documents which facilitate the business carried out by Setpoint London East and which are thereafter retained for a set period to provide evidence of its transactions or activities.
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These records may be created, received or maintained in hardcopy or electronically.
A small percentage of Setpoint London East’s records will be selected for permanent preservation as part of the Institute’s archives and for historical research.
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Responsibilities
Setpoint London East has a corporate responsibility to maintain its records and record-keeping systems in accordance with the regulatory environment. Overall accountability for this policy lies with the Setpoint London East Trustees.
Day to Day responsibility for Records Management at Setpoint London East lies with the CEO, who will give guidance for good record management practice and will promote compliance with this policy so that information will be retrieved easily, appropriately and timely.
Individual staff and employees must ensure that records for which they are responsible are accurate, and are maintained and disposed of in accordance with Setpoint London East records management guidance.
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Relationship with existing policies
This policy has been drawn up within the context of GDPR and with other legislation or regulations (including audit, equal opportunities and ethics) affecting Setpoint London East.
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Retention period
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The table below outlines the various retention periods associated with the data/records collected.
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Basic file description | Data protection issues | Operational retention periods | Action at the end of the operational / admin life of the records |
|---|---|---|---|
Individual addresses | Yes | Operational use | Secure Disposal |
Feedback forms | No | Current year +5 years | Secure disposal |
Records relating to the identification and collection of debt | No | Current financial year +6 years | Secure disposal |
Records relating to the collection and banking of monies | No | Current financial year +6 years | Secure disposal |
Accident reporting - Children | Yes | DOB of child +25 years | Secure disposal |
Accident reporting - Adults | Yes | Date of incident +6 years | Secure disposal |
Visitors books and signing in sheets | Yes | Current year +6 years then review | Secure disposal |
All records relating to the booking of workshops by schools and other institutions/individual | Yes | Date of workshop +5 years | Secure disposal |
Records relating to complaints dealt with by the trustees | Yes | Date of resolution of the complaint + a minimum of six years then review for further retention in case of contentious disputes | Secure disposal |