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England

Records management and retention

Official wording, responsibilities and review duties.

Evidence link

Back to School Policy Checker

Requirement and scope

Choose the governance type; academy and maintained duties differ. Choose a phase; confirm age and provision conditions.

Maintained school

Statutory duty [1]

not stated in the source. Website publication: not stated in the source. Check access and disclosure duties separately.

Source-established phases
Primary, Secondary, All-through, Special
Source-established school types
Mainstream school, Special school
EYFS condition
No separate EYFS condition stated
Accountable
not stated in the source
Approval
not stated in the source
Operational owner
not stated in the source
Review cycle
Audit held personal data each year; keep it no longer than necessary [1]

Independent schools and pupil referral units are outside this catalogue’s supported governance mapping.

Academy or free school

Statutory duty [1]

not stated in the source. Website publication: not stated in the source. Check access and disclosure duties separately.

Source-established phases
Primary, Secondary, All-through, Special
Source-established school types
Mainstream school, Special school
EYFS condition
No separate EYFS condition stated
Accountable
not stated in the source
Approval
not stated in the source
Operational owner
not stated in the source
Review cycle
Audit held personal data each year; keep it no longer than necessary [1]

Independent schools and pupil referral units are outside this catalogue’s supported governance mapping.

Retention and safe disposal are duties. A retention schedule is a suggested way to document them, rather than the only permitted format.

Official wording

Carry out a personal data audit

You should carry out an audit of all the personal data you hold each year to check it is up to date and still needed. You must not keep any data longer than is necessary.

Record keeping and management · Reviewed 2026-10-26

Introduction

Once you have your list of data item groups, consider creating a data retention schedule. This should state how long you’ll hold certain types of personal data before destroying it.

Record keeping and management · Reviewed 2026-10-26

Sources and updates

Official evidence reviewed 2026-10-26. Check the source edition and conditions before acting.

  1. Record keeping and management

    Reviewed edition matches. Source text matches the reviewed edition.

    Reviewed on
    2026-10-26
    Reviewed version
    2025-09-16T09:17:46+01:00
    Last checked
    2026-10-27T11:00:36.203Z
    Reviewed text digest (SHA-256)
    ee890e3d6e07f8248c393960be5773dd302993b88f554c01431057161bc85ae9
    Official content identity
    d762111b-9742-4b88-afc1-2188733da4f2
    Official content digest (SHA-256)
    4a1545d5754cb2fb6d880c452c5677c4b9c60742276f0a15f8bdf8648302557f

    https://www.gov.uk/guidance/data-protection-in-schools/record-keeping-and-management

    Track updates in the Roundup

  2. Data protection in schools

    Reviewed edition matches. Publication version matches the reviewed edition.

    Reviewed on
    2026-10-26
    Reviewed version
    2026-10-14T14:27:17+01:00
    Last checked
    2026-10-27T11:00:36.203Z
    Reviewed text digest (SHA-256)
    3ec7314e36afca606076b85b1d5982a62793dbec7f62418832c701f1a87d0d3b
    Official content identity
    80b652c0-ee37-45b7-986e-1177b110d86d
    Official content digest (SHA-256)
    7f74a52d453f6dc436756fea0a109852c8df5fbfd88c69b5af1cd73d5f5c0abb

    https://www.gov.uk/guidance/data-protection-in-schools

    Track updates in the Roundup

Guidance, not legal advice. Local checks are not a compliance judgement; other duties may apply.