JISCMail - FE-EXAMS-NETWORK Archives

We keep everything for 7 years + current year. 5 years in the archive ‘tunnel’, and two years + current in the office,

Cheers

Sophie Lewis

Exams Officer

Kendal College

01539 814714

From: The FE Exams Network mailing list [mailto:[log in to unmask]] On Behalf Of Graham, Sally
Sent: 25 September 2012 16:37
To: [log in to unmask]
Subject: RETENTION OF DOCUMENTATION IN THE EXAMS OFFICE
Importance: High

Hi everyone

We are looking at streamlining what we keep in the exams office due to a pending office move where we will not have the same amount of space, can you confirm how long you keep the following:

Title	Duration	Notes to explain
Exams documentation
Paperwork
Attendance Lists from exams	12 months	Previous academic year in archive and current academic year in exams office
Feedback forms from exams	12 months	Previous academic year in archive and current academic year in exams office
Declaration forms for students not bringing their Student ID cards	12 months	Previous academic year in archive and current academic year in exams office
Coursework	12 months	Return to teaching departments for distribution to students after appeals closing date, normally October from Summer
Estimated Entry and Estimated Grades documentation	12 months	Previous academic year in archive and current academic year in exams office
Access arrangement application paper copies	24 months	2 academic years worth if enrolled again then sent to archive
Special Consideration documentation	12 months	Previous academic year in archive and current academic year in exams office
General Awarding Body correspondence	12 months
Confirmation of entry or registration listings/forms	12 months	Or when results have been issued whichever is sooner, keep for 2 years if 2 yr programme
Results from Awarding Bodies	36 months	Shred after end of the 3 years
Returned certificates	12 months	Previous academic year in archive and current academic year in exams office
BTEC Student Report Forms and certificate listings	5 years	Shred after end of the 5 years
Online examination feedback forms	12 months	Previous academic year in archive and current academic year in exams office
Copies of certificates for other areas of the College e.g. WPL, School links, NEET etc	12 months	Previous academic year in archive and current academic year in exams office
Computer files	Duration	Notes to explain
Access arrangement spreadsheet on K drive	24 months
Tracking spreadsheets on K drive for Awarding Bodies	24 months
Examination Timetables - online and written	24 months	To compare attendance rates etc.
Title	Duration	Notes to explain
General documentation
Completed student correspondence	Destroy immediately
Pending student Correspondence	Until completed
Completed memos and emails	Destroy immediately
Pending memos and copies of emails	Until completed
KIT Meetings with Manager	Ongoing
Team Meeting Minutes	Ongoing
Professional Meetings Minutes	12 months
Financial Information e.g. orders and invoices	7 Years	Finance keep records

These are what we are proposing

Can you confirm whether you do any different?

Can you confirm you keep Awarding Body results for 3 academic years?

Can you confirm you keep BTEC SRFs and certificate listings for 5 academic years?

Thanks

Sally

Mrs Sally Graham

Stockport College

Exams/Awards Manager

Direct Dial No: 0161 958 3312

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