Responses below in the table in red.

Ours will probably differ quite a lot to big centres – as we are a fairly small campus, not too much paperwork is generated so we are able to store data for the amount of time we do – generally amounts to about 40 lever arch folders a year.

All paperwork is kept in a room adjoining the Exams Office – this is a locked room where we also keep the exam papers – we have 3 locked cupboards for the exam papers, and about 4 double sided sliding storage units.

This will fit 7 years’ worth fine, and results for 10, which is generally about half a dozen folders per year.

Almost all paperwork as it contains sensitive information gets either put in secure waste bags – if we can get hold of them – or shredded if not, but takes a whole lot longer that way!

Amy

Amy Coombes

Exams Officer

Pontypool Campus

Tel: 01495 333196

Fax: 01495 333130

E-mail: [log in to unmask]

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 Have a pretty big storage room, so just get rid of all paperwork after 7 years, with the exception of results after 10.  This usually accounts for 2 lever arch folders a year.  Shredded
Feedback forms from exams	12 months	Previous academic year in archive and current academic year in exams office We don’t produce these at our campus
Declaration forms for students not bringing their Student ID cards	12 months	Previous academic year in archive and current academic year in exams office N/A – students are ID’d by tutors if they don’t bring ID
Coursework	12 months	Return to teaching departments for distribution to students after appeals closing date, normally October from Summer Return to directly to students, usually after Christmas.  Kept in secure storage room.
Estimated Entry and Estimated Grades documentation	12 months	Previous academic year in archive and current academic year in exams office Completed online, print-outs kept for 7 years, shredded
Access arrangement application paper copies	24 months	2 academic years worth if enrolled again then sent to archive Kept for 7 years in secure storage room, shredded
Special Consideration documentation	12 months	Previous academic year in archive and current academic year in exams office Kept for 7 years in secure storage, shredded
General Awarding Body correspondence	12 months	Kept for 7 years in secure storage, shredded
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 Kept for 7 years in secure storage, shredded
Results from Awarding Bodies	36 months	Shred after end of the 3 years Kept for 10 years in secure storage, shredded
Returned certificates	12 months	Previous academic year in archive and current academic year in exams office 12 months, then shredded.  Spreadsheet maintained giving details of cert and date of destruction
BTEC Student Report Forms and certificate listings	5 years	Shred after end of the 5 years SRFs Kept for 7 years in secure storage room, shredded, cert listings kept for 10 years, shredded
Online examination feedback forms	12 months	Previous academic year in archive and current academic year in exams office N/A at our centre
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 No copies of certs kept – under data protection, we have no reason to hold copies of certs for Exams purposes, results listings suffice.  Other college areas take copies of original and keep within their department if required
Computer files	Duration	Notes to explain
Access arrangement spreadsheet on K drive	24 months	Kept indefinitely in archive on PC – I guess I would delete after 7 years, but we don’t have anything that old in the archive – I started Jan 2007.
Tracking spreadsheets on K drive for Awarding Bodies	24 months	Kept indefinitely in archive on PC - I guess I would delete after 7 years, but we don’t have anything that old in the archive – I started Jan 2007.
Examination Timetables - online and written	24 months	To compare attendance rates etc. not kept
Title	Duration	Notes to explain
General documentation
Completed student correspondence	Destroy immediately	Kept for 7 years in secure storage
Pending student Correspondence	Until completed	Kept for 7 years in secure storage
Completed memos and emails	Destroy immediately	Kept for 7 years in secure storage if paper, filed on hard drive if e-mail. Kept for at least 12 months. If contentious or may pop up again in the future, I keep, if not, I routinely delete.
Pending memos and copies of emails	Until completed	Until completed
KIT Meetings with Manager	Ongoing	N/A
Team Meeting Minutes	Ongoing	Kept for 7 years in secure storage
Professional Meetings Minutes	12 months	Kept for 7 years in secure storage
Financial Information e.g. orders and invoices	7 Years	Kept for 7 years in secure storage

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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