Hello,
we are putting together the retention rules etc for the implementation of EDRMS in our special educational needs (SEN) department and we're struggling to find guidance on a couple of scenarios / retention periods:
1. Currently, when a child moves out of our authority and no longer receives support from the County Council, the paper case file is sent to the authority that will now be providing that support. No copy of the paper file is kept by us, although an entry for the child is retained on the SEN database which provides a very basic level of detail regarding support received and details of the move out of our authority. In the EDRMS environment an e-copy of the file can be created & sent to the new authority - what should happen to the case file held in our EDRMS? Do the ordinary retention rules apply as the file is effectively 'closed' once they are no longer receiving support from our authority? We use 35 years from file closure (unless the child is looked after).
2. If a child is 'looked after' while receiving SEN support, their SEN file is retained for 75 years from date of birth or 15 years from date of death if this occurs before the age of 18. What are the implications for retention of an SEN case file where a child becomes 'looked after' AFTER the SEN case file is closed (e.g. a child receives SEN support from the ages of 6 - 8 years and then at the age of 10 is taken into foster care)?
Any thoughts will be welcome,
Vicky
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Vicky Stretch
Records Manager
North Yorkshire County Council
Record Office
Malpas Road
Northallerton
DL7 8TB
Tel: 01609 535122
Fax: 01609 777078
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