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The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
DATA RETENTION SCHEDULE
Group Record Legal Retention
Rule Classification Notes Description Reference
Academic governance
1.1
Board of Governors
Restricted
agendas, papers,
minutes
1.2
Education Committee agendas, papers, minutes
Restricted
1.3
Finance & Opeartions Committee agendas, papers, minutes
Restricted
1.4 Highly restricted
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
Board of Examiners
agendas, papers, minutes
General Data Protection Regulation (GDPR)
Contains personal data
1.5
Appeal Committee
agendas, papers, minutes
General Data Protection Regulation (GDPR)
Highly restricted Contains personal data
1.6
Academic Regulations
External Published on Website
1.7
Education Strategy
External Published on Website
Curriculum development
1.1 Curriculum design records including reports
10 Restricted
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
1.11 Programme specifications
10 Restricted
1.12 Module specifications
10 Restricted
1.13
Monitoring and evaluation of existing curricula - report and key documents
Restricted
Programme development
1.16 Enquiry data Restricted
External accreditation
1.17
Identification of accreditation requirements and records related to obtaining and maintaining accreditation
See Notes Restricted
External accreditation of programmes is generally by professional regulatory bodies
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
Retain for as long as accreditation is valid + 7 years
Annual review of programmes and modules
1.2 Staff module review reports
7 Restricted
1.21 Student feedback Highly restricted
forms
1.22 Programme and or reports review
7 Restricted
Programme administration
1.23
Programme and module timetables
See Notes Internal Retain for
duration of
programme or
module
1.24
Class lists General Data Protection Regulation (GDPR)
4 Restricted
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
1.25
Tutorial lists General Data Protection Regulation (GDPR)
4 Restricted
1.26
Student
attendance records
General Data Protection Regulation (GDPR)
4 Restricted
1.27
Course
assignment registers
General Data Protection Regulation (GDPR)
See Notes Restricted Retain for
duration of
programme or
1.28
Programme and 10 Restricted As approved by Education Committees
module approval
records
1.29
Programme and module modification records
10 Restricted As approved by Education Committees
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
1.3 Programme and module evaluation records
7 Restricted
1.31 Student handbooks
External
Current version on website until superseded, copy kept for records
Student recruitment
1.32
Management and organisation of student recruitment campaigns and events
5 Restricted Current year + 5 years
1.33
Summaries and analysis of student enquiry and recruitment data
5 Restricted Current year + 5 years
1.34 Enquiries from prospective students
1 Restricted Current year + 1 year
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
Unsuccessful applications and non-responders
1.35
Unsuccessful applications
General Data Protection Regulation (GDPR)
6 Restricted Current year + 6 years
Protection
Regulation
(GDPR)
1.36
No shows (Applicants who accepted offers
but did not attend)
General Data Protection Regulation (GDPR)
6 Restricted Current year + 6 years
1.37
Non-responders (Applicants who
were made offers but did not accept
or decline)
General Data Protection Regulation (GDPR)
6 Restricted Current year + 6 years
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
1.38
Interview notes for
unsuccessful applicants
General Data Protection Regulation (GDPR)
See Notes Restricted
Destroy 6 months after rejection notification
1.39
Complaints about
admissions service
General Data Protection Regulation (GDPR)
3 Restricted Destroy 3 years after last action
1.4
Appeals against non- admission
General Data Protection Regulation (GDPR)
6 Restricted Destroy 6 years after last action
Successful applications
1.41 Online application form and related documentation
General Data Protection
See Notes Restricted Retain permanently as part of
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
Regulation (GDPR)
corporate student record
1.42
Interview notes for
successful applicants
General Data Protection Regulation (GDPR)
See Notes Restricted Retain until
completion of
study
1.43
Offer and acceptance of
place and related correspondence
General Data Protection Regulation (GDPR)
See Notes Restricted
Retain permanently as part of corporate student record
1.44 Supporting references
General Data Protection
See Notes Restricted Retain permanently as part of
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
Regulation (GDPR)
corporate student record
1.45 Student photograph
See Notes Restricted
Retain permanently as part of corporate student record
1.46 Student ID number
See Notes Restricted
Retain permanently as part of corporate student record
1.47 Plagiarism statement
See Notes Restricted
Retain permanently as part of corporate student record
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
1.48
Details of criminal convictions
Rehabilitation of Offenders Act 1974
See Notes Highly restricted
Completion of study + 7 years, unless the conviction is not spent
General Data Protection Regulation (GDPR)
1.49
Criminal Records Bureau (CRB) checks
General Data Protection Regulation (GDPR)
See Notes Highly restricted Completion of study + 3 months.
Student record should note that check has been satisfactorily or unsatisfactorily completed.
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
Student induction
1.5
Review of induction programmes for new students
5 Internal Life of programme + 5 years
1.51
1 Internal Current year + 1 year
programmes and
events for new
students
Student progression
1.54
Withdrawal or interruption of
studies
General Data Protection Regulation (GDPR)
See Notes Restricted
Retain permanently as part of corporate student record
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
1.56
Inns Conduct Committee documentation
General Data Protection Regulation (GDPR)
See Notes Restricted
Retain permanently as part of corporate student record
1.57
Placements General Data Protection Regulation (GDPR)
1 Restricted Completion of placement + 1 year
1.58
Transcript, including module results and final
award
General Data Protection Regulation (GDPR)
See Notes Restricted
Retain permanently as part of corporate student record
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
Examination administration
1.61
Personalised Examination
Provisions Committee:
agendas, papers, minutes
General Data Protection Regulation (GDPR)
Highly restricted Contains personal data
1.62
Personalised Examination
Provisions Committee:
application forms and supporting documentation
General Data Protection Regulation (GDPR)
Highly restricted Contains personal data
1.63
Design of examinations and assessments - examination papers
Internal
1.64 Selection of
external General Data Protection
3 Highly restricted Contains personal data
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
examiners - nominations
Regulation (GDPR)
1.66
Assessment Sub- Boards recommendations and supporting documentation
Highly restricted
Student assessment
1.67
Communication of assessment methods and standards to students, for example student handbooks
External
1.68 Registration form
General Data Protection Regulation (GDPR)
Restricted
Retain permanently as part of corporate student record
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
1.69
Candidate number General Data Protection Regulation (GDPR)
Restricted
Retain permanently as part of corporate student record
1.7
Examination General Data Protection Regulation (GDPR)
See Notes Restricted Completion of
attendance sheet programme + 1
year
1.71
Examination mark sheet
General Data Protection Regulation (GDPR)
See Notes Restricted Completion of
programme + 1
year
1.72 See Notes Restricted Completion of
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
Application for personalised examination
arrangements
General Data Protection Regulation (GDPR)
programme + 1
year
1.73
Medical assessment for
personalised arrangements
General Data Protection Regulation (GDPR)
See Notes Restricted Completion of
programme + 1
year
1.74
Application to sit
examination overseas
General Data Protection Regulation (GDPR)
See Notes Restricted Completion of
programme + 1
year
1.75
Request for resit or replacement
examination
General Data Protection Regulation (GDPR)
See Notes Restricted Retain
permanently as part of corporate
1.76
Extension request for assessed work
General Data Protection Regulation (GDPR)
See Notes Restricted Completion of
programme + 1
year
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
1.77
Assessed work including assignments
General Data Protection Regulation (GDPR)
See Notes Restricted Completion of
programme + 1
year
Return to student on request or destroy
1.78
Mitigating General Data Protection Regulation (GDPR)
See Notes Highly restricted Last action on
circumstances
forms case + 6 years
1.79
Examination scripts General Data
Protection Regulation (GDPR)
See Notes Restricted Completion of
programme + 1
year
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
1.8
Examiners notes General Data Protection Regulation (GDPR)
See Notes Highly restricted Completion of
programme + 1
year
1.81 Examiners reports and responses
General Data Protection Regulation (GDPR)
See Notes Highly restricted Completion of programme + 1 year
1.82
Formal letter confirming student award
General Data Protection Regulation (GDPR)
See Notes Restricted Completion of study + 1 year.
Copy for permanent retention on core student file
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
Conferment of student awards
1.83
Pass lists General Data Protection Regulation (GDPR)
Restricted Examination results available in ebs
1.84
Student profiles and module results
General Data Protection Regulation (GDPR)
Highly restricted Examination results available in ebs
1.87 Transcript requests
See Notes Highly restricted
Retain indefinitely or until business or reference use has ceased
Student administration
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
1.89
Core student file Includes fee status, chosen programme of study, registration of modules, grades, results, prizes and awards
General Data Protection Regulation (GDPR)
See Notes Restricted
Retain information on the ebs database
1.9 Student file
General Data Protection Regulation (GDPR)
See Notes Restricted
Retain information on the ebs database
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
Includes information on student attendance and submission of coursework
Student conduct and complaints
1.91
Student conduct and appeals case file
General Data Protection Regulation (GDPR)
See Notes Highly restricted Last action on
case + 6 years
1.92
Formal complaints (Stage Two) General Data
Protection Regulation (GDPR)
See Notes Highly restricted Last action on
case + 6 years
by students against the ICCA
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
1.93
Informal complaints (Stage One) by students against the ICCA
General Data Protection Regulation (GDPR)
See Notes Highly restricted Last action on
complaint + 3
years
Group Record Legal Retention
Rule Classification Notes
Description Reference Student Liaison
2.1 Staff/student liaison bodies – meeting records
3 Restricted
Careers
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
2.9
Graduate Outcomes survey
See Notes Restricted
Returned to the Higher Education Statistics Agency (HESA) for ratification
Results of past surveys are published on the HESA website
2.11
One-to-one career appointment records and discussion notes
General Data See Notes Restricted
Protection Retain for
Regulation graduation + 2
(GDPR) years
2.12 Event sign up and attendance records
General Data Protection
See Notes Restricted
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
Regulation (GDPR)
Retain for
graduation + 2
years
Equality and Diversity
2.28
Equality and Diversity Statement
External
2.32
Equality and diversity policies
External
2.33
Student case files General Data Protection Regulation (GDPR)
Highly restricted Completion of
study + 7 years
2.34
General enquiry forms, used for recording advice/support offered to students
2 Highly restricted
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
Personal Tutors
2.41
Student and tutor meeting notes
General Data Protection Regulation (GDPR)
See Notes Restricted Completion of
study + 2 years
2.42
Student references General Data
Protection Regulation (GDPR)
See Notes Restricted
Retain one master copy for reuse as required
Student Enquiry Management
2.43
Enquiries from prospective students
General Data Protection Regulation (GDPR)
Resolution of Restricted Data held in
enquiry + 18 enquiry
months management
system
2.44 Enquiries from current students
General Data Protection
Completion of Restricted Data held in
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
Regulation (GDPR)
study + 18 enquiry
months management
system
2.45
Enquiries from former students General Data
Protection Regulation (GDPR)
Resolution of Restricted Data held in
enquiry + 18 enquiry
months management
system
2.46
Enquiries from third parties General Data
Protection Regulation (GDPR)
Resolution of Restricted Data held in
enquiry + 18 enquiry
months management
system
Group Record Legal Retention
Rule Classification Notes
Description Reference
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
4.3
Definition of the institution’s overall strategic goals and objectives and associated plans – includes strategic plan, corporate plan and mission statement
Internal
Information compliance
4.5
Statutory access requests
Freedom of Information Act 2000
2 Restricted Closure of request
General Data Protection Regulation (GDPR)
+ 2 years
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
4.6
Data requests by police (and responses provided) where information is held
General Data Protection Regulation (GDPR)
3 Restricted Closure of request
+ 3 years
4.7
Data requests by police (and responses provided) where information is not held
1 Restricted Closure of request + 1 year
4.8 Precedent case files
Restricted
4.9 Compliance audit records
Restricted
Retain until completion of subsequent audit
External relationships and external affairs
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
5.1
Management of relationships with HEFCE and other Government bodies, including correspondence and circulars
See Notes Restricted Retain while current + 5 years
5.2
Interaction with Universities UK (UUK) including correspondence and circulars
See Notes Restricted Retain while current + 5 years
Administration
5.6 College Committee papers
See Notes Restricted Retain
Group Record Legal Retention Rule Classification Notes
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
Description Reference Planning
6.3 Financial forecasts 2 Restricted
6.4 Capital and revenue budgets
2 Restricted
Pension scheme administration
6.5
Personal pension records
See notes
Records held by Operations Director and Middle Temple
Payroll administration
6.9
Payroll payments – salary advices, bank transfer reports
See notes
Records held by Operations Director and Middle Temple
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
Financial accounting
6.12 All Finances See notes Operations Team
Accounting for expenditure
6.19 Original purchase
Value Added Tax Act 1994 Limitation Act 1980
7 Restricted
invoices
6.2 Original credit notes
Value Added Tax Act 1994; Limitation Act 1980
7 Restricted
6.21 BACS reports
Value Added Tax Act 1994; Limitation Act 1980
7 Restricted
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
6.22 Original staff expense claims
Value Added Tax Act 1994; Limitation Act 1980
7 Restricted
6.23 Original petty cash
Value Added Tax Act 1994; Limitation Act 1980
7 Restricted
claims
Budget administration
6.29
Monitoring of actual against planned expenditure
2 Restricted
6.3 Budget reports 2 Restricted
Insurance
6.37 Files for special purposes, for example flooding
Restricted
6.38 Insurance policies Limitation Act See Notes Restricted Expiry of
1980 insurance + 7
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
years
6.39 Insurance claims Limitation Act See Notes Restricted
Settlement of claim + 6 years
1980
6.4 Insurance reports Limitation Act See Notes Restricted
Settlement of claim + 6 years
1980
6.41
Certificate of employers liability insurance
The Employers’ Liability (Compulsory Insurance) (Amendment) Regulations 2008
See Notes Restricted Expiry of
insurance + 40
years
Student finance
6.42
ICCA's Hardship Fund application and correspondence
Value Added Tax Act 1994; General Data Protection
See Notes Restricted Completion of
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
Regulation (GDPR)
study + 7 years
6.46
Council tax exemption certificate
Value Added Tax Act 1994
See Notes Restricted Completion of
study + 7 years
6.47 Fee debtors list
Value Added Tax Act 1994; General Data Protection Regulation (GDPR)
See Notes Highly restricted Completion of
study + 7 years
6.49
Student bank details (Refunds) General Data
Protection Regulation (GDPR)
See Notes Highly restricted
Last update in EBS + one year
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
6.5
Student sponsorship funding records (ebs)
General Data Protection Regulation (GDPR)
See Notes Restricted Completion of
study + 7 years
Tuition fees
6.51 College policy on establishment of tuition fees
See Notes External Retain until superseded + 10 years
6.52 Procedures relating to tuition fee administration
See Notes Internal Retain until superseded + 10 years
6.53
Collection of tuition fees General Data
Protection Regulation (GDPR)
See Notes Restricted Current year + 1 year
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
6.54
Receipt and processing of tuition fees
General Data Protection Regulation (GDPR)
See Notes Restricted Completion of
study + 7 years
6.55
Successful applications for remission of tuition fees
General Data Protection Regulation (GDPR)
See Notes Restricted Outcome of
application + 6
years
6.56
Unsuccessful applications for remission of tuition fees
See Notes Restricted Outcome of
application + 1
year
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
6.57
Suspension for non- payment of tuition fees
General Data Protection Regulation (GDPR)
See Notes Restricted Completion of
study + 7 years
6.58
Appeals against suspension for non- payment of tuition fees
General Data Protection Regulation (GDPR)
See Notes Restricted Last action on record + 7 years
Group Record Legal Retention
Rule Classification Notes
Description Reference Processes and procedures
8.3 Quotations – successful
See Notes Restricted Award of contract + 15 months
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
8.4 Quotations – See Notes Restricted
Award of contract + 3 months
unsuccessful
8.5
Tender documents – successful tenders
Limitation Act See Notes Restricted
Completion of contract + 6 years for simple contracts or for +12 years for contracts executed as deeds
1980
8.6
Tender documents – unsuccessful tenders
2 Restricted
8.6a Due Diligence Questionaires
See Notes Restricted
Required for contracts over £10K, Completion of
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
contract + 6 year
8.7
Contract specification
Limitation Act See Notes Restricted Completion of contract + 6 years
1980
8.8
Contract amendments
Limitation Act See Notes Restricted Completion of contract + 6 years
1980
8.9 Purchase orders 7 Restricted
8.1 Purchase orders – placed directly with supplier
7 Restricted
8.11 Supplier invoices and credit notes
7 Restricted
8.12 Supplier delivery notes
2 Restricted
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
8.13
Register of contracts
See Notes Restricted Retain while
current
8.15 Standard terms and conditions of purchase
External
8.16 Supplier accessible web information
See Notes Internal Retain until information is updated
Group Record Legal Retention
Rule Classification Notes
Description Reference Risk Assessment
9.1
Risk assessments and supporting documentation
Management of Health and Safety at Work Regulations 1999
See Notes Internal Review of
assessment + 3
years
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
Risk assessments include display screen equipment, handling of COSHH materials and GMOs Supporting documentation may include material safety data sheets, standard operating procedures, local safety protocols and COSHH data sheets
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
9.2 Fire risk assessments
Regulatory Reform (Fire Safety) Order 2006
See Notes Restricted Retain while current + 10 years
9.7 Permits to work
Management of Health and Safety at Work Regulations 1999
See Notes Internal Retain while current + 3 years
Accidents and dangerous occurrences
9.8
Online accident reporting
Management of Health and Safety at Work Regulations 1999 Limitation Act 1980
See Notes Restricted
Retain for 3 years locally then transfer to Health and Safety Services for a further 10 years
Reporting of Injuries, Diseases and Dangerous Occurrences
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
Regulations 1995
9.9
F2508 form for
Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995
40 Restricted
reportable accidents and dangerous occurrences
9.1 F2508a form for
Reporting of Injuries, Diseases and Dangerous Occurrences
40 Highly restricted
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
Regulations 1995
reportable diseases
9.11 Accident investigations
Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995
40 Restricted
Suppliers
10.16 Management of supplier relationships
See Notes Restricted Termination of relationship + 2 years
Estates and premises management
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
10.33
Leases See Notes Restricted
On expiry or disposal of property transfer to Archives
Services
10.34 Negotiation of leases
Limitations Act 1980
See Notes Restricted Expiry of lease + 15 years
10.37 Space audits See Notes Restricted Completion of subsequent audit + 5 years
Security Management
10.48 Key issue and return logs
2 Restricted
10.49 Visitor logs 2 Restricted
10.5 Access logs 2 Restricted
10.51 Incident logs 2 Restricted
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
10.55
Security breaches or incidents, including theft reports
See Notes Restricted Last action on incident + 1 year
Risk assessments
10.56
Risk assessments and supporting documentation
Management of Health and Safety at Work Regulations 1999
See Notes Internal Review of
assessment + 3
years
Risk assessments include display screen equipment, handling of COSHH materials and GMOs. Supporting documentation may include material safety data sheets,
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
standard operating procedures, local safety protocols and COSHH data sheets
10.57
Fire risk assessments
Regulatory Reform (Fire Safety) Order 2006
See Notes Restricted Retain while current + 10 years
10.69 Permits to work
Management of Health and Safety at Work Regulations 1999
See Notes Internal Retain while current + 3 years
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
Accidents and dangerous occurrences
10.71
Online accident reporting
Management of Health and Safety at Work Regulations 1999 Limitation Act 1980
See Notes Restricted
Retain for 3 years locally then transfer to HSEPO for a further 10 years
Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995
10.72
F2508 form for
reportable accidents and
dangerous occurrences
Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995
40 Restricted
10.73 40 Highly restricted
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
F2508a form for
reportable diseases
Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995
10.74
Accident Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995
40 Restricted
investigations
Staff training and development
11.6
Records of staff attendance at
internal training courses
General Data Protection Regulation (GDPR)
5 Restricted
Job evaluation
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
11.7 Job evaluation criteria
See Notes
Records with Director of Operations and Middle Temple
Job descriptions and job evaluation reports
permanent College personnel file
Destroy local
copies on
termination of
employment
Staff administration
11.1
College personnel files
General Data Protection Regulation (GDPR)
See Notes Highly restricted
11.12
Records of special leave, i.e.
compassionate
See Notes Middle Temple
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
leave, study leave,
etc
11.13
Records of statutory leave entitlements, i.e. parental leave or leave
See Notes Middle Temple
Recruitment
11.15 Advert, recruitment agency brief
See Notes External Vacancy filled + 6 months
11.16
Unsuccessful General Data Protection Regulation (GDPR)
See Notes Restricted Vacancy filled + 6 months
application
forms and CVs
11.17
Successful
application form and CV
General Data Protection Regulation (GDPR)
See Notes Restricted Retain on
permanent College personnel file
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
Destroy local
copies on
termination of
employment
11.18
Shortlisting notes,
interview notes and test results
General Data Protection Regulation (GDPR)
See Notes Restricted Vacancy filled + 6 months
Performance
11.2
Annual appraisal General Data Protection Regulation (GDPR)
4 Restricted
records
Complaints, grievances, disciplinary
11.22
Tribunal case files See Notes
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
11.23
Grievance records See Notes
Staff health surveillance
11.28
Sickness records unrelated to
industrial injury
Limitation Act See Notes Highly restricted Termination of employment + 6 years
1980 Middle Temple
General Data Protection Regulation (GDPR)
11.29
Records of major
injuries arising from workplace
accidents
See Notes
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
Salary and payments
11.31
Statutory maternity pay calculations,
certificates and medical evidence
General Data Protection Regulation (GDPR)
See Notes Highly restricted Middle Temple
11.32
Statutory sick pay calculations and
certificates
See Notes Middle Temple
11.33
Salary records including overtime, bonuses, and expenses
General Data Protection Regulation (GDPR)
7 Highly restricted Middle Temple
11.34
Redundancy records –
calculations, refunds,
See Notes Middle Temple
Temporary staff
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
11.39 Timesheets for temporary or agency staff
The Working Time Regulations 1998
2 Restricted Operations Manager
11.4
Invoices from agencies for supply of temporary staff
7 Restricted Operations Manager
Group Record Legal Retention
Rule Classification Notes
Description Reference
Design of official publications
12.13 Corporate design and branding guidelines
Internal
Transfer 3 printed copies (where applicable) and 1 digital copy to Archives Services
Outreach to universities
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
12.14
Records of marketing and monitoring of
university outreach activities
1 Internal Includes
monitoring
numbers of
applicants by
university
Marketing publications
12.15 College prospectuses
External Retain for records
12.16 Brochures and
leaflets
External Retain for records
12.17 Event literature External
Retain for records
Group Record Legal Retention
Rule Classification Notes
Description Reference Policies and procedures
14.3 IT Regulations IT is external
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
14.4
IT policies and procedures.
IT systems security management
14.5 IT incident reports See Notes IT is external
14.6 System level security documentation
See Notes IT is external
14.7
Records of opening, maintaining and closing user accounts within College systems, including email accounts
See Notes IT is external
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
14.8
Routine system monitoring records, to ensure compliance with IT policies and procedures
2
14.9
Requests and authorisations for connecting third party equipment to College networks
See Notes IT is external
14.1 Records of removal or return of IT equipment
IT is external
14.11 Records of disposal of IT equipment
See Notes IT is external
Programme and project management
14.14 Routine 1 Restricted
The Inns of Court College of Advocacy
9 Gray's Inn Square, The Council of the Inns of Court. Limited by Guarantee London Company Number: 8804708 WC1R 5JD Charity Number: 1155640
T: 020 7822 0763 Registered Office: E: [email protected] 9 Gray's Inn Square, London WC1R 5JD
documentation
from internal projects