Record Retentions Policy

National Teacher Accreditation (NTA)


1.1. The main aim of this policy is to enable NTA to manage our records effectively and in compliance with data protection and other regulation. As an organisation we collect, hold, store and create significant amounts of data and information and this policy provides a framework of retention and disposal of categories of information and documents.

1.2. NTA is committed to the principles of data protection including the principle that information is only to be retained for as long as necessary for the purpose concerned.

1.3. The table below sets out the main categories of information that we hold, the length of time that we intend to hold them, and the reason for this.

1.4. For information, the Appendix sets out the legal requirements for certain categories of document. Where we have decided to keep information longer than the statutory requirement, this has been explained in the table at Section 2.

1.5. Section 3 of this policy sets out the destruction procedure for documents at the end of their retention period. The Executive Director shall be responsible for ensuring that this is carried out appropriately, and any questions regarding this policy should be referred to them.

1.6. If a document or information is reaching the end of its stated retention period, but you are of the view that it should be kept longer, please refer to the Executive Director who will make a decision as to whether it should be kept, for how long, and note the new time limit and reasons for extension.









Company Articles of Association, Rules/bylaws



Trustee/director minutes of meetings and written resolutions



Members’ meetings



Documents of clear historical/archival significance


Contracts and agreements



Contracts executed as deeds


IP records and legal files re provision of service



At least 10 years





At least 10 years








Length of contract plus 6 years


Length of contract plus 12 years


Life of provision or IP plus 6 years

Companies Act 2006

Charities Act 2011


Companies Act 2006

Charities Act 2011

CIO (General) Regulations 2012


Companies Act 2006

Charities Act 2011

CIO (General) Regulations 2012


Data Protection regulation



Limitation Act 1980



Limitation Act 1980



Limitation Act 1980


Employer’s Liability Insurance





Claims correspondence

40 years




3 years after lapse


3 years after settlement


Employers’ Liability (Compulsory Insurance Regulation) 1998





Health & Safety    
General records


Accident book/records and reports



3 years minimum


3 years after last entry or end of investigation


Limitation Act 1970


Reporting of Injuries Diseases and Dangerous Occurrences Regulations 1995

Charity Property    



Building records, plans, consents and certification and warranties etc



12 years after lease has lapsed


6 years after disposal or permanent if of historical/archival interest. Carry out review re longer retention e.g. if possible actions against contractors


Limitation Act 1980



Limitation Act 1980

Pension Records    
Records about employees and workers

Records re the Scheme

Records re active members and opt in/opt out

Trust Deed/Rules and HMRC approvals

Trustees’ Minutes and annual accounts


For all categories see:


Detailed guidance for employers: April 2017



Tax and Finance    
Annual accounts and review (including transferred records on amalgamation)


Tax and accounting records


Information relevant for VAT purposes


Banking records/receipts book/sales ledger


Deed of covenant/Gift Aid declarations and correspondence re donations




Minimum 6 years

Recommended: permanent record


6 years from end of relevant tax year

Minimum 6 years from end of relevant period


6 years from transaction


6 years after last payment or 12 years if payments are outstanding or dispute over deed

6 years after completion of estate administration

Companies Act 2006; Charities Act 2011; CIO (General) Regulations 2012


Finance Act 1998;  Taxes Management Act 1970


Finance Act 1998 and HMRC Notice 700/21


Companies Act 2006; Charities Act 2011


As part of tax records

Employees/Administration   See generally ICO Employment Practices Code
Payroll/Employee/Income Tax and NI records: P45; P6; PIID; P60 etc


Maternity pay



Sick pay



National Minimum wage records


Foreign national ID documents



HR files and training records



Records re working time





Job applications (CVs and related materials re unsuccessful applicants)



Pre-employment/volunteer vetting


Disclosure & Barring Service checks



6 years from end of current year



3 years after the end of the tax year


3 years after the end of the tax year


3 years after the end of the tax year


Minimum 2 years from end of employment



Maximum 6 years from end of employment



2 years





Recommended: 6-12 months from your notification of outcome of application



6 months


Record only satisfactory/unsatisfactory result and delete other information


Taxes Management Act 1970 /IT (PAYE) Regulations


Statutory Maternity Pay Regulations


Statutory Sick Pay (General) Regulations


National Minimum Wage Act


Immigration (Restrictions on Employment) Order 2007


Limitation Act 1970 and Data Protection regulation


Working Time Regulations 1998 as amended



ICO Employment Practices Code (Recruitment & Selection) Disability Discrimination Act 1995 & Race Relations Act 1976

ICO Employment Practice Code


ICO Employment Practice Code

Member organisation information








Non-member organisation











Details of attendees at events



Reviewed annually and deleted if organisation does not renew membership and have not asked for their information to be retained. Consent renewed every 3 years.


Reviewed every 3 years and deleted if organisation have not asked for their information to be retained. Consent renewed every 3 years.


Deleted or renewed every 5 years


Deleted after 3 years



Deleted after 3 years or permanent if of historical/archival interest. Carry out review re longer if necessary.



3.1. When a document is at the end of its retention period, it should be dealt with in accordance with this policy.
Confidential waste

3.2. This should be shredded.

3.3. Anything that contains personal information should be treated as confidential.

3.4. Where deleting electronically, please refer to the Executive Director to ensure that this is carried out effectively.
Other documentation

3.5. Other documentation can be deleted or placed in recycling bins where appropriate.
Automatic deletion

3.6. Certain information will be automatically archived by the computer systems, details of which are set out below. Should you want to retrieve any information, or prevent this happening in a particular circumstance, please contact the Executive Director.
Individual responsibility

3.7. Much of the retention and deletion of documents will be automatic, but when faced with a decision about an individual document, you should ask yourself the following:

3.7.1. Has the information come to the end of its useful life?

3.7.2. Is there a legal requirement to keep this information or document for a set period? (Refer to the Appendix for more information)

3.7.3. Would the information be likely to be needed in the case of any legal proceedings? (Is the information contentious, does it relate to an incident that could potentially give rise to proceedings?)

3.7.4. Would the document be useful for the organisation as a precedent, learning document, or for performance management processes?

3.7.5. Is the document of historic or statistical significance?

3.8. If the decision is made to keep the document, this should be referred to the Executive Director and reasons given.

May 2018 – updated September 2018