Records Retention

Gorge Road School needs to keep records for certain periods of time to comply with legal requirements such as tax and education legislation. State and state integrated schools also have broader responsibilities to retain some school records for archival purposes.

The School Records Retention/Disposal Schedule identifies the school records that can be discharged, destroyed or disposed of, and those which must eventually be sent to Archives New Zealand.

A retention/disposal schedule gives schools a clear process and authority about how long to keep school records, why they have to keep them, and what needs to happen to them when they are of no further use to the school. Gorge Road School can save space and reduce administration costs by disposing of records as soon as they are no longer required. The schedule also allows records of long-term value to the school to be readily identified.

Schools cannot destroy or dispose of any school records without Archives New Zealand’s authorisation except in accordance with the Schedule.

A records officer, appointed by the board, is responsible for ensuring that the requirements of the Public Records Act are met, and that staff and board members are aware of their responsibilities. At Gorge Road School the records officer is the office manager.

The School Records Retention/Disposal Schedule is a variation of the Act, especially designed to meet the requirements of schools.

The full schedule download from the MOE. contains guidance around the storage and disposal methods,

and explains what schools should do if they are closing or merging with another school.

Student Records

This covers enrolment, admission and withdrawal, attendance and progress records relating to individual students, punishment records and student’s own work.

Notes

1. The schedule covers all possible records a school may create. Not all schools may create/keep records in all categories.

2. The stated retention period is a minimum period and you can keep the record longer if you wish. You should consider any possible issues involved in doing this (e.g. privacy, liability, etc).

3. Do not destroy any record older than 1945 – contact Archives New Zealand for advice.

Enrolment information, forms, etc.

Enrolment forms/ information developed by the school

Photocopies of E19/22A

E19/22A forms not requested by another school

Keep for 7 years after the student has left the school, then they may be destroyed with permission of the board of trustees

Daily attendance registers

Attendance registers

Roll books

Keep for 7 years after the date of the last entry, then they may be destroyed with permission of the board of trustees (but see 1.4 if admission and withdrawal information is lost)

Admission and withdrawal registers

Register books

SMS data

Keep indefinitely

May be sent to Archives NZ 10 years after last entry (not sooner)

Must be sent to Archives NZ 25 years after date of last entry, unless arrangements are made with Archives NZ for the school to keep them longer

Student progress records

School reports

Testimonials

Test results

Unit standard passes

Student internal assessment grades

External exam results

Older records, such as logbooks, examination registers, progress and achievement registers

Student health records (including psychiatric reports)

Student legal records (custody and criminal reports)

Keep for as long as the school needs them for school business or reference purposes, then they may be destroyed with the permission of the board of trustees. Do not return them to the student. Consider privacy issues when dealing with requests to see or copy this information

Punishment records

Punishment books, Detention books, Punishment data

Keep indefinitely

May be sent to Archives NZ 10 years after last entry (not sooner)

Must be sent to Archives NZ 25 years after date of last entry, unless arrangements are made with Archives NZ for the school to keep them longer

Records relating to students who received significant awards or honours, and/or achieved high distinction or fame (does not include infamous students)

Students that gain:

• Order of NZ

• Order of Merit

• National or international academic awards, such as honorary doctorates, academic medals, and literary prizes

• National/international sporting awards, such as Olympic medals and/or world titles

• Students such as distinguished/famous All Blacks/Silver Ferns

Only applies where the school still has the student’s record when he or she receives the award/honour, or achieves fame

Keep indefinitely

Do not return them to the student

Student’s own work

Essays

Project work

Artwork

Keep as long as the school needs them for school business or reference purposes, then return them to the student