B5a: Data Retention Policy

Type of Record Retention Period Reason for Length of Period
Personnel files including training records and notes of disciplinary and grievance hearings 5 years from the end of employment References and potential litigation.
DBS certificate information 6 months after the recruitment or other relevant decision has been made HMG Code of Practice on handling of DBS certificate information (14 November 2012)
Application forms/interview notes At least 6 months from the date of the job advertisement Time limits on litigation
Facts relating to redundancies where less than 20 redundancies 6 years from the date of redundancy As above
Facts relating to redundancies where 20 or more redundancies 12 years from the date of the redundancies Limitation Act 1980
Income Tax and NI Returns, including correspondence with tax office At least 3 years after the end of the tax year to which the records related Income Tax (Employment) Regulations 1993
Statutory Maternity and adoption Pay records and calculations 3 years after the end of the tax year in which the maternity period ends Statutory Maternity Pay (General) Regulations 1986
Statutory Sick Pay records and calculations 3 years after the end of the tax year to which they relate Statutory Sick Pay (General) Regulations 1982
Wages and salary records 6 years Taxes Management Act 1970
Individual pension entitlement and contribution history As long as there is a member or dependant liability
Accident books, and records and reports of accidents 6 years after the date of the last entry Social Security (Claims and Payments) Regulations 1979; RIDDOR 1985
Health Records During employment Management of Health and Safety at Work Regulations
Health Records where reason for termination of employment is connected with health, including stress related illness 3 years Limitation period for personal injury claims
Medical records kept by reason of the Control of Substances Hazardous to Health Regulations 1999 40 years Control of Substances Hazardous to Health Regulations 1999
Ionising Radiation Records At least 50 years after last entry Ionising Radiations Regulations 1985
Student records, including academic achievements and conduct

 

At least 6 years from the date that the student leaves ORMS, in case of litigation for negligence. Limitation period for negligence.
2 years from graduation / course completion for Exam scripts, as well as dissertations, portfolios and original compositions Reasonable period to cater for student enquiries, which may need reference to examination scripts.
At least 10 years for personal and academic references. Permits institution to provide references for a reasonable length of time.
Certain personal data may be held in perpetuity.

 

While personal and academic references may become ‘stale’, some data e.g. transcripts of student marks may be required throughout the student’s future career. Upon the death of the data subject, data relating to him/her ceases to be personal data.
Moodle course data, including student online activity records and uploaded coursework 2 years from graduation / course completion. Reasonable period to cater for student enquiries, which may need reference to multiple choice questions (MCQs).
Moodle course archives A snapshot of Moodle to include individual course archives and a copy of the master MySQL database will be taken on or around 1st September annually and retained for 6 academic years. These snapshots will be stored offline. Supplements (but does not replace) existing processes for the local archiving of assessed student work.

Enables ORMS to respond to queries relating to user activity or behaviour through the interrogation of associated activity logs.

Functions as a historic backup in the event of inadvertent or deliberate course removal or modification.

Details of programmes, courses, modules and units of study, including module descriptors (‘current course materials’) At least 6 years after the student enrolled on those modules leaves Module descriptors and programme specifications form part of the recognised learning that the student has completed. In the event of a challenge to the learning that the student has completed, details of past specifications need to be retained to support any enquiries or challenges.
Sampled assessments allowing for comparisons of standards over time to be made In perpetuity Benchmarking of practice requires historical samples to show trends and patterns
Assignments submitted to Turnitin In perpetuity Academic integrity is integral to academic teaching and research. Besides stressing its importance in education by, for example, teaching students to properly cite material, it is crucial to be able to inspect for cases of plagiarism. The large number of students enrolled in various programmes makes plagiarism detection software essential. The use of such plagiarism detection software forms part of the Regulations Governing Fraud and Plagiarism and the Teaching and Examination Regulations. Turnitin will not obtain ownership rights and is held to respect the intellectual property of the submitter.