Barrow - Cumbria Archive and Local Studies Centre
140Duke Street
Barrow-in-Furness
LA14 1XW
Tel: 01229 407377
Fax: 01229 894364
Email: / Kendal - Cumbria Archive Centre
KendalCounty Offices
Kendal
LA9 4RQ
Tel: 01539 713540 or 713539
Fax: 01539 773538
Email:
Carlisle- Cumbria Archive Centre
Lady Gillford'sHouse
Petteril Bank Road
Carlisle
Cumbria
CA1 3AJ
Tel: 01228 227285/227284
Fax: 01228 607270
Email: / Whitehaven- Cumbria Archive and Local Studies Centre
Scotch Street
Whitehaven
CA28 7NL
Tel: 01946 506420
Fax: 01946 852919
Email:
Governor Support Manager:
Karen Little
/Manager, Governor Support Team
/mobile: 07874 153257
Governor Development Officers:
Debbie Gallagher / South Lakeland and Barrow areas /
(01229) 871288
Mobile: 07966 111718
Vacant / Carlisle and Eden areas / (01228) 226573
Sue Leigh / Allerdale and Copeland areas /
(01946) 862623
Mobile: 07966 111716
Governor Support Assistants:
Faith Matthews (p/t) / Carlisle and Eden areas /
(01228) 226921
Joanne Magnay (p/t) / Carlisle and Eden areas /
(01228) 221333
Jane Lees / South Lakeland and Barrow areas /
(01228) 226925
Claire Wheeler / Governor Support Assistant
Allerdale and Copeland areas /
(01228) 226921
Address
/ Governor Support Team, Cumbria County CouncilLower East Wing, ParkhouseBuilding, KingmoorBusinessPark, Carlisle, Cumbria, CA6 4SJ
Fax / (01228) 226920
Website /
/ 4 1 /
CUMBRIA ARCHIVE SERVICE
Cumbria Archive Service is responsible for preserving records and advising on their care throughout the county. This leaflet explains how the Governor Support Team and the Archive Service can help you to manage your records and papers.
If or when you transfer records or documents to the Cumbria Archive Service they will still be available to the governing body and school, we will:-
- Store the records securely, in protective boxes, in strongrooms protected from fire and water hazards and other environmental damage.
- Arrange and list them in a logical manner, to reduce the risk of misplacement and loss, and to make them easier to use.
- Send a copy of the list of records that has been transferred.
- Enable the public to use some of your records under supervision in our searchrooms and subject to appropriate conditions of access
RECORDS WHICH SHOULD BE PRESERVED/ARCHIVED
Records, document and papers should be carefully preserved in school, and when you no longer need to use them regularly, they should be transferred to the appropriate local Record Office of Cumbria Archive Service.
For example the following records should not be destroyed:-
- Signed minutes of governor meetings
- School log books
- Admission registers
- Summary attendance registers or summary attendance returns (which do not identify individual pupils)
- Inspection reports (Diocesan, Ofsted etc)
NOTE – this retention period applies to paper and electronic records.
/ 2 3 / Basic File Description / Retention Period
(operational) / Action at the end of the administrative life of the record
Minutes – Principal set (signed) / Permanent / Retain in school for 6 years from date of meeting / Transfer to archives (permanent preservation)
Minutes – Inspection copies (where no signed copies of minutes are available, treat as Principal set) / Date of meeting + 3 years / DESTROY (These records should be shredded if they contain sensitive material) / If no principal signed set of minutes available – Transfer to archives (may be preserved permanently – to be appraised)
Terms of Reference for Committees / Retain as long as the Committee is functional / Transfer to archives (permanent preservation
Agendas / Date of meeting / DESTROY
Reports / Date of report + 6 years / Retain in school for 6 years from date of meeting / Transfer to archives (may be preserved permanently – to be appraised)
Financial Reports / Date of report + 6years / Retain in school for 6 years from date of report / Transfer to Archives (only preserve if the governors minutes do not contain Annual Statements of Accounts)
Annual Parents’ meeting papers / Date of meeting + 6 years / Retain in school for 6 years from date of meeting / Transfer to archives (may be preserved permanently – to be appraised)
Instrument of Government / Permanent / Retain in school whilst school is open / Transfer to Archives if or when the school has closed (permanent preservation)
Trust and Endowments / Permanent / Retain in school whilst operationally required / Transfer to archives (permanent preservation
Action Plans / Date of action plan + 3 years / DESTROY / Offer to Archives if the school has been through a difficult period (may be preserved permanently – to be appraised
Policy Documents / Expiry of Policy / Retain in school whilst policy is operational / Transfer to archives (may be preserved permanently – to be appraised)
Complaints files / Date of resolution of complaint + 6 years / Retain in school for the first 6 years – review contentious disputes for further retention
Destroy routine complaints / Destroy routine complaints
Transfer to Archives complaints files detailing contentious disputes (may be preserved permanently – to be appraised)
Annual reports required by the Department for Education and Skills / Date of report + 10 years / Transfer to archives (may be preserved permanently – to be appraised)
Proposals for schools to become, or be established as Specialist Status schools / Current year + 3 years / Transfer to archives (may be preserved permanently – to be appraised)