We are often asked how long certain records should be retained by a school before they can be disposed of. It is important to remember that many school records are of invaluable help for local historical and genealogical research and there should be a presumption against destroying any records unless it is considered that they are of no such value.
The following guidance is by no means exhaustive but covers the items most frequently asked about:
- School Log Books - must be retained permanently. When a log book is completed send it to the Record Office.
- Admission Registers - these should be retained permanently - note that this is not the same as the class register in which daily attendance is marked.
- Pupil Record cards, printouts or files - to be retained until the pupil is twenty five years of age. Special Educational Needs files to retained until the pupil is thirty five years of age.
- Class registers - to be retained for a minimum of three years..
Schools often have presentations, open days, pageants, plays, old photographs and other records that play an important part in the life of the school. These and many other types of record can be deposited with the Northamptonshire Record Office which also offers advice and guidance on retention periods and many other matters related to record keeping. Records can be deposited with the Record office but we would suggest that they be given a free hand to decide which should or should not be retained.
In every case, the Record Office will confirm what they have retained and send a copy of the retention details to the school for their information. Often, schools will want to put on a display of old records for special events. So long as advance notice is provided for the Record Office they will be able to arrange for the loan of the records for the school subject to certain safeguards concerning the security of the items whilst on display.
Please contact the Record Office (using the details on the right) for full details of the terms under which such loans can be made. Please remember that the Record Office has two vital advantages concerning the storage of records - they have a proper temperature and humidity controlled environment and access to conservation experts both internal and external.