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Department of Business Assurance | Corporate Records Management April 2019
Records and Data Retention Schedule Student Records
How to use the Schedule A seven column layout provides:
- a description for each record
- the name of the department with responsibility for the management of a record
- the legal reference where applicable
- the retention rule, that is the number of years a record should be retained in a department before it is destroyed or deleted. For ease of reference this is given in a colour coded box
with an additional number where appropriate
Retain for up to 3 years
Retain for 3 - 7 years
Retain for 7 + years
- archive, a yes or no answer about whether the record should be transferred to the King’s College London Archives. There is a default assumption that the transfer of a
copy should take place on creation but the Notes field also indicates when deferred transfer is appropriate
4
Records and Data Retention Schedule - Student Records
Department of Business Assurance | Corporate Records Management April 2019
- classification reflects intended dissemination of university information:
• External - information is intended to reach the widest possible audience
• Internal - information is intended to reach staff and students
• Restricted - information is intended for use by a limited group of users
• Highly restricted – information for use by a strictly defined group of users, dealing with issues that are highly confidential or sensitive
Record description Responsibility Legal
reference
Retention Rule Archive Classification Notes
8.1 Purchasing
regulations
Purchasing
Services
College
Financial
Regulations
Yes Restricted
8.5 Tender
documentation –
successful supplier
tenders
Purchasing
Services
SEE NOTES No Highly restricted Retain for 6 years
after the
termination of the
contract
The Schedule will adapt to reflect changes to the university structure and departments, new legal requirements as well as the creation of new records. For further information and to
advise of changes in record keeping requirements, please contact our records management team records-management@kcl.ac.uk.
Type of record Department or
Service
responsible for
the record and
action
Legal or
regulatory
reason having a
bearing on the
proposed action
The length of
time to keep the
record
Whether the
record should be
sent to the
College Archives
on creation
Level of
accessibility
Additional
information on
the retention
period of the
record
Records and Data Retention Schedule - Student Records
Department of Business Assurance | Corporate Records Management April 2019
Contents Student recruitment
Unsuccessful applications and non-responders
Successful applications
Student induction
Student progression
Student finance
Programme and module administration
Assessment and examinations
Conferment of student awards
Honorary awards
Prize administration
Scholarships and bursaries
Student administration
Student conduct, complaints and appeals
Counselling and health services
Student advice service
Careers service
Accommodation and residential services
Diversity and inclusion
Library services
King’s experience awards
Personal tutors
Student enquiry management
Records and Data Retention Schedule - Student Records
Department of Business Assurance | Corporate Records Management April 2019
Record Description
Responsibility Legal Reference
Retention Rule
Archive Classification Notes
Student recruitment
1.1 Management and
organisations of student
recruitment campaigns
and events
Marketing See Notes No Restricted Current year + 5
years
1.2 Summaries and analysis
of student enquiry and
recruitment data
Marketing See Notes No Restricted Current year + 5
years
1.3 Enquiries from
prospective students
Marketing See Notes No Restricted Current year + 1
year
Unsuccessful applications and non-responders
1.4 Unsuccessful
applications
King’s Admissions Office
General Data
Protection
Regulation
(GDPR)
6 No Restricted Current year + 6
years
1.5 No shows (Applicants
who accepted offers but
did not attend)
King’s Admissions Office General Data
Protection
Regulation
(GDPR)
6 No Restricted Current year + 6
years
1.6 Non-responders
(Applicants who were
made offers but did not
accept or decline)
King’s Admissions Office General Data
Protection
Regulation
(GDPR)
6 No Restricted Current year + 6
years
1.7 Interview notes for
unsuccessful applicants
King’s Admissions Office
or Faculty/Department
General Data
Protection
Regulation
(GDPR)
See Notes No Restricted Destroy 6 months
after rejection
notification
Records and Data Retention Schedule - Student Records
Department of Business Assurance | Corporate Records Management April 2019
1.8 Complaints about
admissions service
King’s Admission Office See Notes No Restricted Destroy 3 years
after last action
1.9 Appeals against non-
admission
King’s Admission Office Limitation Act
1980
See Notes No Restricted Destroy 6 years
after last action
Successful applications
1.10 Online application form
and related
documentation
King’s Admissions Office General Data
Protection
Regulation
(GDPR)
See Notes Yes Restricted One copy to be
retained
permanently as
part of corporate
student record
1.11 Interview notes for
successful applicants
King’s Admissions Office
or Faculty/Department
General Data
Protection
Regulation
(GDPR)
See Notes Yes Restricted Retain until
completion of
study
1.12 Offer of place and
related correspondence
Faculty/Department General Data
Protection
Regulation
(GDPR)
See Notes Yes Restricted Retain
permanently as
part of corporate
student record
1.13 Acceptance of place
and related
correspondence
Faculty/Department General Data
Protection
Regulation
(GDPR)
See Notes Yes Restricted Retain
permanently as
part of corporate
student record
1.14 Supporting references Faculty/Department General Data
Protection
Regulation
(GDPR)
See Notes Yes Restricted Copies to be
retained
permanently as
part of corporate
student record
1.15 Student photograph Faculty/Department See Notes Yes Restricted Retain
permanently as
part of corporate
student record
Records and Data Retention Schedule - Student Records
Department of Business Assurance | Corporate Records Management April 2019
1.16 Student ID number Faculty/Department See Notes Yes Restricted Retain
permanently as
part of corporate
student record
1.17 Plagiarism statement Faculty/Department See Notes Yes Restricted Retain
permanently as
part of corporate
student record
1.18 Details of criminal
convictions
Faculty/Department Rehabilitation of
Offenders Act
1974
General Data
Protection
Regulation
(GDPR)
See Notes No Highly Restricted Completion of
study + 7 years,
unless
• course relates to
education,
medicine or
dentistry
• the conviction
is not spent
1.19 Criminal Records
Bureau (CRB) checks
Faculty/Department General Data
Protection
Regulation
(GDPR)
See Notes No Highly Restricted Completion of
study + 3 months
College student
record should note
that check has
been satisfactorily
or unsatisfactorily
completed.
Student Induction
1.20 Review of induction
programmes for new
students
Faculty/Department See Notes Life of programme
+ 5 years
Records and Data Retention Schedule - Student Records
Department of Business Assurance | Corporate Records Management April 2019
1.21 Administration of
programmes and events
for new students
Faculty/Department See Notes Current year + 1
year
Student Progression
1.22 Module registration
forms
Faculty/Department General Data
Protection
Regulation
(GDPR)
See Notes Yes Restricted Retain
permanently as
part of corporate
student record
1.23 Change of course form
Departments General Data
Protection
Regulation
(GDPR)
See Notes Yes Restricted Retain
permanently as
part of corporate
student record
1.24 Withdrawal /
Interruption of studies
form
Departments General Data
Protection
Regulation
(GDPR)
See Notes Yes Restricted Retain
permanently as
part of corporate
student record
1.25 Clinical assessments Departments General Data
Protection
Regulation
(GDPR)
See Notes Yes Restricted Retain
permanently as
part of corporate
student record
1.26 Fitness to practice
documentation
Departments General Data
Protection
Regulation
(GDPR)
See Notes Yes Restricted Retain
permanently as
part of corporate
student record
1.27 Student exchanges /
Junior Year Abroad
Departments / Study
Abroad Office
General Data
Protection
Regulation
(GDPR)
See Notes Yes Restricted Retain
permanently as
part of corporate
student record
1.28 Medical exchanges and
electives
Electives and Exchanges
Office
General Data
Protection
See Notes Yes Restricted Retain
permanently as
Records and Data Retention Schedule - Student Records
Department of Business Assurance | Corporate Records Management April 2019
Regulation
(GDPR)
part of corporate
student record
1.29 Work placements Careers Office /
Departments
General Data
Protection
Regulation
(GDPR)
See Notes No Restricted Completion of
placement + 1 year
If placement is a
course
requirement,
retain permanently
as part of
corporate student
record
1.30 Final transcript,
including module results
and final award
Examinations Office
General Data
Protection
Regulation
(GDPR)
See Notes Yes Highly restricted Retain
permanently as
part of corporate
student record
Student Finance
1.31 Fee payment Finance Value Added Tax
Act 1994
See Notes No Restricted Completion of
study + 7 years
1.32 Access to Learning
Fund application and
correspondence
Student Funding Office Value Added Tax
Act 1994
See Notes No Restricted Completion of
study + 7 years
1.33 Bursaries and
scholarships
applications
Student Funding Office Value Added Tax
Act 1994
See Notes No Restricted Financial record
for be retained for
completion of
study + 7 years.
Paper copies to be
removed and
destroyed from
student file on
Records and Data Retention Schedule - Student Records
Department of Business Assurance | Corporate Records Management April 2019
completion of
study
1.34 Bursaries and
scholarships
maintenance grant
requests
Student Funding Office Value Added Tax
Act 1994
See Notes No Restricted Financial record
for be retained for
completion of
study + 7 years.
Paper copies to be
removed and
destroyed from
student file on
completion of
study
1.35 Grant cheques Finance Value Added Tax
Act 1994
See Notes No Restricted Completion of
study + 7 years
1.36 Council tax exemption
certificate
Student Funding Office Value Added Tax
Act 1994
See Notes No Restricted Financial record
for be retained for
completion of
study + 7 years.
Paper copies to be
removed and
destroyed from
student file on
completion of
study
1.37 Financial
hardship/problems
correspondence
Finance/Student
Funding Office
Value Added Tax
Act 1994
See Notes No Restricted Financial record
for be retained for
completion of
study + 7 years.
Paper copies to be
removed and
destroyed from
student file on
Records and Data Retention Schedule - Student Records
Department of Business Assurance | Corporate Records Management April 2019
completion of
study
1.38 Fee debtors list Finance Value Added Tax
Act 1994
See Notes No Highly Restricted Completion of
study + 7 years
1.39 Suspension for non-
payment of fees
Students and Education
Value Added Tax
Act 1994
See Notes No Restricted Financial record
for be retained for
completion of
study + 7 years.
Paper copies to be
removed and
destroyed from
student file on
completion of
study
1.40 Appeals Students and Education
Value Added Tax
Act 1994
See Notes No Restricted Last action on
record + 7 years.
1.41 Disability allowance Student Funding Office Value Added Tax
Act 1994
See Notes No Restricted Completion of
study + 7 years
Programme and module administration
1.42 Programme and module
timetables
Departments
See Notes No Internal Retain for
duration of
programme or
module, for
instance 3 years
for a 3 year
programme
1.43 Class lists
Departments
General Data
Protection
Regulation
(GDPR)
4 No Restricted Contains personal
data
Records and Data Retention Schedule - Student Records
Department of Business Assurance | Corporate Records Management April 2019
1.44 Tutorial lists
Departments
General Data
Protection
Regulation
(GDPR)
4 No Restricted Contains personal
data
1.45 Student attendance
forms
Departments
General Data
Protection
Regulation
(GDPR)
4 No Restricted Contains personal
data
1.46 Course assignment
registers
Departments
General Data
Protection
Regulation
(GDPR)
See Notes No Restricted Retain for
duration of
programme
1.47 Programme and module
approval forms
Faculty/Department 10 No Restricted As approved by
Faculty Education
Committee
1.48 Programme and module
modification forms
Faculty/Department 10 No Restricted As approved by
Faculty Education
Committee
1.49 Programme and module
evaluation forms
Faculty/Department 7
1.50 Programme and module
handbooks
Faculty/Department Yes External Retain until
superseded then
transfer copy to
Archives Services
Assessment and examinations
1.51 Communication of
assessment methods and
standards to students,
for example student
handbooks
Departments
Yes External
Records and Data Retention Schedule - Student Records
Department of Business Assurance | Corporate Records Management April 2019
1.52 Registration form Faculty/Department General Data
Protection
Regulation
(GDPR)
See Notes No Restricted Retain
permanently as
part of corporate
student record
1.53 Candidate number Examinations Office General Data
Protection
Regulation
(GDPR)
See Notes No Restricted Retain
permanently as
part of corporate
student record
1.54 Examination
attendance sheet
Examinations Office General Data
Protection
Regulation
(GDPR)
See Notes No Restricted Completion of
programme + 1
year
1.55 Examination mark
sheet
Examinations Office General Data
Protection
Regulation
(GDPR)
See Notes No Restricted Completion of
programme + 1
year
1.56 Application for special
examination
arrangements
Examinations Office /
Special Examinations
Arrangements
Committee
General Data
Protection
Regulation
(GDPR)
See Notes No Restricted Completion of
programme + 1
year
1.57 Medical assessment for
special arrangements
Examinations Office /
Special Examinations
Arrangements
Committee
General Data
Protection
Regulation
(GDPR)
See Notes No Restricted Completion of
programme + 1
year
1.58 Application to sit
written examination
overseas (distance
learning students)
Examinations Office /
Special Examinations
Arrangements
Committee
General Data
Protection
Regulation
(GDPR)
See Notes No Restricted Completion of
programme + 1
year
1.59 Request for re-sit or
replacement
examination
Faculty/Department/
Examinations Office
General Data
Protection
Regulation
(GDPR)
See Notes No Restricted Retain
permanently as
part of corporate
student record
Records and Data Retention Schedule - Student Records
Department of Business Assurance | Corporate Records Management April 2019
1.60 Extension request form
(for assessed work)
Faculty/Department General Data
Protection
Regulation
(GDPR)
No Restricted Completion of
programme + 1
year
1.61
Mitigating
circumstances form
Departments General Data
Protection
Regulation
(GDPR)
See Notes No Highly restricted Last action on
case + 6 years
1.62 Assessed work
including assignments
and dissertations
Departments
General Data
Protection
Regulation
(GDPR)
See Notes No Restricted Completion of
programme + 1
year
Return to student
on request or
destroy
1.63 Examination scripts Departments/
Examinations Office
General Data
Protection
Regulation
(GDPR)
See Notes No Restricted Completion of
programme + 1
year
Contact Corporate
Records
Management for
storage assistance
1.64 Examiners notes
Departments
General Data
Protection
Regulation
(GDPR)
See Notes No Highly restricted Completion of
programme + 1
year
1.65 Examiners reports and
responses
Quality & Academic
Support
General Data
Protection
Regulation
(GDPR)
See Notes No Highly restricted Completion of
programme + 1
year
1.66 PhD theses
Examinations Office
See Notes No Internal, though some
theses may be restricted,
Bound copies are
retained by
Records and Data Retention Schedule - Student Records
Department of Business Assurance | Corporate Records Management April 2019
either for a period of
years or indefinitely
Library Services
and e-theses are
made available via
King’s Research
Portal and
EThOS.
1.67 Associate of King’s
College (AKC)
Diploma / Certificate
Dean’s Office See Notes No Restricted Retain
permanently as
part of corporate
student record
Conferment of student awards
1.68 Pass lists
Examinations Office
General Data
Protection
Regulation
(GDPR)
Yes Restricted Examination
results available in
SITS
1.69 Graduation list
Ceremonies & Events
Team
General Data
Protection
Regulation
(GDPR)
2 No Internal
1.70 Graduation ceremonies
programme
Ceremonies & Events
Team
General Data
Protection
Regulation
(GDPR)
Yes Internal
1.71 Prize book
Ceremonies & Events
Team
General Data
Protection
Regulation
(GDPR)
Yes External
1.72 Travel awards
including final student
report
Ceremonies & Events
Team
General Data
Protection
Regulation
(GDPR)
See Notes Yes Restricted Retain for 1 year
locally then
transfer to
Archives Services
Records and Data Retention Schedule - Student Records
Department of Business Assurance | Corporate Records Management April 2019
1.73 Debtors listing
Student Funding Office
General Data
Protection
Regulation
(GDPR)
1 No Highly restricted Information on
individual debtors
to be retained as
part of corporate
student record
until debt has been
resolved
1.74 Transcript requests
Examinations Office
General Data
Protection
Regulation
(GDPR)
See Notes No Highly restricted Retain until
business or
reference use has
ceased
Honorary awards
1.75 Fellowship and
Honorary Degrees
Committee records
Governance & Legal
Services
General Data
Protection
Regulation
(GDPR)
See Notes Yes Highly restricted Retain for 7 years
locally then
transfer to
Archives Services
Prize administration
1.76 Unsuccessful prize
applications or
nominations
Ceremonies & Events
Team
General Data
Protection
Regulation
(GDPR)
See Notes No Highly restricted Destroy 1 year
after application
received
1.77 Successful prize
applications or
nominations
Ceremonies & Events
Team
General Data
Protection
Regulation
(GDPR)
See Notes No Highly restricted Current year + 6
years
1.78 Formal letter
confirming prize award
Ceremonies & Events
Team
See Notes No Highly restricted Current year + 6
years.
Copy passed to
Faculty or
Department for
permanent
Records and Data Retention Schedule - Student Records
Department of Business Assurance | Corporate Records Management April 2019
retention as part of
core student
record
1.79 Copy of prize certificate Ceremonies & Events
Team
See Notes No Highly restricted Current year + 6
years
1.80 Letter to prize donor
confirming recipient
Ceremonies & Events
Team
See Notes No Highly restricted Current year + 6
years
Scholarships and bursaries
1.81 Successful scholarship
or bursary application
form
Graduate School General Data
Protection
Regulation
(GDPR)
See Notes No Highly restricted Current year + 6
years
1.82 Scholarship or bursary
selection panel papers,
i.e. student nomination,
mark sheets, statements
from Schools, etc
Graduate School General Data
Protection
Regulation
(GDPR)
See Notes
No Highly restricted Current year + 6
years
1.83 Final scholarship or
bursary offer letter
Graduate School General Data
Protection
Regulation
(GDPR)
See Notes No Highly restricted Current year + 6
years
1.84 Unsuccessful
scholarship or bursary
applications
Graduate School General Data
Protection
Regulation
(GDPR)
See Notes
No Highly restricted Destroy 1 year
after application
received
1.85 Student maintenance
grant forms
Graduate School General Data
Protection
Regulation
(GDPR)
See Notes No Restricted Completion of
study + 7 years
Records and Data Retention Schedule - Student Records
Department of Business Assurance | Corporate Records Management April 2019
1.86 Expense claims Graduate School General Data
Protection
Regulation
(GDPR)
See Notes No Restricted Completion of
study + 7 years
1.87 Documentation relating
to charges and fees
Graduate School See Notes No Restricted Completion of
study + 7 years
1.88 Invoices to external
bodies
Graduate School 2 No Restricted Retain locally for
2 years.
Original invoices
to be retained by
Finance for 7
years
Student administration
1.89 Core student record
Includes application
and enrolment data, fee
status, chosen
programme of study,
registration of modules,
results, prizes and final
award
Registry Services (Arts
& Sciences) or Faculty
Office or Academic
Centre (Health
Faculties) or Student
Support Centre (Nursing
& Midwifery) or
Education Support Team
(Institute of Psychiatry)
General Data
Protection
Regulation
(GDPR)
See Notes Yes Restricted Retain until
completion of
programme + 1
year then transfer
paper file to
Corporate
Records
Management
Retain digital
student
information on the
SITS database
1.90 Departmental student
file
Includes information on
student attendance and
submission of
coursework
Departments General Data
Protection
Regulation
(GDPR)
See Notes Yes Restricted Retain until
completion of
programme + 1
year then transfer
paper file to
Corporate
Records and Data Retention Schedule - Student Records
Department of Business Assurance | Corporate Records Management April 2019
Records
Management
Retain digital
student
information on the
SITS database
Student conduct, complaints and appeals
1.91 Student disciplinary or
misconduct case files
Student Conduct &
Appeals Office
General Data
Protection
Regulation
(GDPR)
See Notes No Highly restricted Last action on
case + 6 years
1.92 Formal complaints
(Stage Two and Three)
by students against the
university
Student Conduct &
Appeals Office
General Data
Protection
Regulation
(GDPR)
See Notes No Highly restricted Last action on
case + 6 years
1.93 Informal complaints
(Stage One) by students
against the university
Student Conduct &
Appeals Office
General Data
Protection
Regulation
(GDPR)
See Notes No Highly restricted Last action on
complaint + 3
years
1.94 Subject access requests
(requests for personal
information) from
students
Information Compliance General Data
Protection
Regulation
(GDPR)
See Notes No Highly restricted Completion of
request + 2 years
Counselling and health services
1.95 Student case files
Counselling Services
General Data
Protection
Regulation
(GDPR)
See Notes No Highly restricted Last action on
case + 6 years
Records and Data Retention Schedule - Student Records
Department of Business Assurance | Corporate Records Management April 2019
1.96 Patient records Health Centre
General Data
Protection
Regulation
(GDPR)
See Notes No Highly restricted These records are
owned and
managed by the
NHS.
Records retention
is governed by
NHS Records
Management
Code of Practice
for Health and
Social Care
(2016)
1.97 Medical certificates Faculty/Department General Data
Protection
Regulation
(GDPR)
See Notes No Highly restricted Completion of
study + 7 years
Student Advice Service
1.98 Student case files
Student Advice Service
General Data
Protection
Regulation
(GDPR)
6 No Highly restricted
Careers Service
1.99 Destination of Leavers
from Higher Education
survey
Careers Service
See Notes No Restricted Collected by the
Careers Service
then returned to
the Higher
Education
Statistics Agency
(HESA) for
ratification
Results of past
surveys are
Records and Data Retention Schedule - Student Records
Department of Business Assurance | Corporate Records Management April 2019
published on the
HESA website
1.100 Records of interaction
between the Careers
Service and the
University of London
Careers Group
including current
contract
Careers Service
No Restricted
1.101 One-to-one career
appointment records
and discussion notes
Careers Service
General Data
Protection
Regulation
(GDPR)
See Notes No Restricted Handled via
TargetConnect,
the Careers
Service
Management
System (CSMS).
Retain for
graduation + 2
years
1.102 Event sign up and
attendance records
Careers Service
General Data
Protection
Regulation
(GDPR)
See Notes No Restricted Handled via
TargetConnect,
the Careers
Service
Management
System (CSMS).
Retain for
graduation + 2
years
1.103 Practice aptitude test
records
Careers Service
General Data
Protection
Regulation
(GDPR)
1 No Restricted
Accommodation and Residential Services
Records and Data Retention Schedule - Student Records
Department of Business Assurance | Corporate Records Management April 2019
1.104 Residence registration
forms
Residence Office General Data
Protection
Regulation
(GDPR)
2 No Restricted
1.105 Student self assessment
form and supporting
documentation
Accommodation
Services
General Data
Protection
Regulation
(GDPR)
2 No Highly restricted
1.106 Accommodation
allocation and
occupancy lists
Accommodation
Services/
Residence Office
General Data
Protection
Regulation
(GDPR)
2 No Restricted
1.107 Fees and charges
information
Includes deposit details,
invoice, swap forms etc
Accommodation
Services/
Residence Office
General Data
Protection
Regulation
(GDPR)
7 No Highly restricted Data held in the
Residential
Management
System (RMS)
1.108 Student file - non
confidential information
Residence Office
General Data
Protection
Regulation
(GDPR)
See Notes No Restricted Completion of
programme + 1
year
1.109 Student file -
confidential information
Includes medical
records and disciplinary
information as relevant
Residence Office
General Data
Protection
Regulation
(GDPR)
See Notes No Highly restricted Completion of
programme + 1
year
1.110 Student disciplinary,
complaint or appeal
information
Accommodation
Services/Services for
Students
General Data
Protection
Regulation
(GDPR)
See Notes No Highly restricted Completion of
programme + 1
year
1.111 Records relating to
student’s guests or
visitors
Residence Office
General Data
Protection
See Notes No Restricted Completion of
programme + 1
year
Records and Data Retention Schedule - Student Records
Department of Business Assurance | Corporate Records Management April 2019
Regulation
(GDPR)
Diversity and inclusion
1.112 Student case files
Diversity and Inclusion General Data
Protection
Regulation
(GDPR)
See Notes No Highly restricted Completion of
programme + 7
years
Library Services
1.113 Inter-library loan forms
Library Services
General Data
Protection
Regulation
(GDPR)
7 No Restricted British Library
requirement
1.114 User loan records
Library Services General Data
Protection
Regulation
(GDPR)
4 No Restricted
1.115 Users with no
outstanding fines
Library Services General Data
Protection
Regulation
(GDPR)
4 No Restricted
1.116 Users with outstanding
fines
Library Services General Data
Protection
Regulation
(GDPR)
See Notes No Highly restricted Retain until fine
has been paid
1.117 Medical certificates
relating to credit fines
Library Services General Data
Protection
Regulation
(GDPR)
See Notes No Highly restricted Destroy after
crediting
Records and Data Retention Schedule - Student Records
Department of Business Assurance | Corporate Records Management April 2019
1.118 Applications for library
membership from
Intercollegiate students
Library Services General Data
Protection
Regulation
(GDPR)
2 No Restricted
1.119 Applications for library
membership from
SCONUL Access
scheme members
Library Services General Data
Protection
Regulation
(GDPR)
2 No Restricted
1.120 Disability support forms
Library Services General Data
Protection
Regulation
(GDPR)
See Notes No Highly restricted Retain until
completion of
study
King’s Experience Awards
1.121 Successful application
for King’s Experience
Award
King’s Experience Office General Data
Protection
Regulation
(GDPR)
See Notes No Restricted Completion of
study + 1 year
1.122 Unsuccessful
application for King’s
Experience Award
King’s Experience Office General Data
Protection
Regulation
(GDPR)
1 No Restricted Notification of
outcome + 1 year
1.123 Assessment or
submissions for King’s
Experience Award
King’s Experience Office See Notes No Restricted Completion of
study + 1 year
1.124 Notification of King’s
Experience Award
outcome
King’s Experience Office No Restricted Retain
permanently on
SITS and as part
of HEAR
Personal Tutors
Records and Data Retention Schedule - Student Records
Department of Business Assurance | Corporate Records Management April 2019
1.125 Student and tutor
meeting notes
Personal tutors General Data
Protection
Regulation
(GDPR)
See Notes No Restricted Completion of
study + 2 years
1.126 Student references
Personal tutors General Data
Protection
Regulation
(GDPR)
See Notes No Restricted Retain one master
copy for reuse as
required
Student Enquiry Management
1.127 Enquiries from
prospective students
Student Services General Data
Protection
Regulation
(GDPR)
Resolution of
enquiry + 18
months
No Restricted Data held in
enquiry
management
system
1.128 Enquiries from current
students
Student Services General Data
Protection
Regulation
(GDPR)
Completion of
study + 18
months
No Restricted Data held in
enquiry
management
system
1.129 Enquiries from former
students
Student Services General Data
Protection
Regulation
(GDPR)
Resolution of
enquiry + 18
months
No Restricted Data held in
enquiry
management
system
1.130 Enquiries from third
parties
Student Services General Data
Protection
Regulation
(GDPR)
Resolution of
enquiry + 18
months
No Restricted Data held in
enquiry
management
system
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