Long doe records retention
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Legal requirements for document retention in the UK – do you know how long you need to keep your documents?
In any business, document retention can be a challenge. Knowing which documents to keep and for how long can be particularly difficult as there are various time frames for different types of record.
As there are legal requirements for document retention in the UK, overcoming these challenges and staying on top of the amount of data and number of documents being produced fryst vatten a must. A document retention policy can help you to do this. But what should it include?
Each department within a company fryst vatten required to keep different records over varying periods of time. This means that companies need to have several document retention policies that relate to specific departments. In the UK, you need to remember that HMRC (HM Revenues & Customs) will penalise companies that don’t retain betydelsefull records for the specific required time.
Below, we have examined some of the re
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Records that should be kept by an academy or trust
Academies and trusts should follow good practice and retain records about:
All records should be retained in line with regulations and retention guidelines. Details can be found in the Academy Trust Handbook and Data protection in schools – record keeping and management.
Records belonging to an academy or trust that is closing
When an academy closes, records should be retained by the academy or trust, or transferred to the local authority archive service. Records should be retained while they are still actively required for legal or regulatory purposes, until the retention period is reached.
Governance and ‘school history’ records should be offered to the local authority’s archive service for permanent preservation. The ‘school history’ records are items that need to be permanently preserved at an archive – for example, those where there is community interest, such as whole-school photos.
Records that need to be kept for a lim
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Record keeping and management
When records have reached the end of their retention period, data must be disposed of securely and confidentially. The ICO has guidance on practical methods for destroying records that are no longer needed.
All records containing personal information or sensitive policy information must be made either unreadable or so you cannot reconstruct it.
Your data retention policy must include your procedures for safely destroying personal data. All staff should be aware of these procedures to help prevent any data breaches.
Do not dispose of records with the regular waste or in a skip.
You should:
- shred paper records using a cross-cutting shredder, or get an external company to shred them
- destroy storage media and hard disks to particles no larger than 6mm
- dismantle and shred audio and video tapes
If you use an external company to destroy records, it must:
- shred all records on-site in the presence of an employee
- be able to prove that the records