Guidance

DfE retention schedule

Published 2 December 2025

Applies to England

© Crown copyright 2025

This publication is licensed under the terms of the Open Government Licence v3.0 except where otherwise stated. To view this licence, visit nationalarchives.gov.uk/doc/open-government-licence/version/3 or write to the Information Policy Team, The National Archives, Kew, London TW9 4DU, or email: psi@nationalarchives.gov.uk.

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This publication is available at https://www.gov.uk/government/publications/retention-schedule-for-data-processed-by-dfe/dfe-retention-schedule

This guidance is to help users identify the retention periods for data processed by the Department for Education (DfE) and by arm’s length bodies (ALBs) where DfE is the data controller.

It supports the privacy notices that describe the processing activities. The list of privacy notices is provided on the Personal information charter.

Retention periods

The retention schedule sets out the retention periods for all data processed in line with our business requirements and legal obligations.

We will only keep data for the length of time defined in the schedule unless there is a legal requirement to destroy it sooner.

When a record has reached the end of its retention period it will be reviewed or safely disposed of. Records can be disposed of by being:

  • destroyed
  • transferred to another organisation
  • transferred to an archive

Where possible, DfE uses automated systems to delete records.

Before we delete any data, we check if the data:

If records need to be retained longer than originally planned, a new destruction date must be set. Data cannot be retained indefinitely. 

This retention schedule is updated regularly – we recommend you keep checking to see if there have been any updates.

Business management and planning activities

Data type and examples Retention period After retention period Retention reason
Team meeting agendas and minutes, internal emails, team processes 5 years from date last modified Destroy Business need
Staff emergency contact details 6 years after employment has ended Destroy Business need

Children’s records

See also the section on Learner and pupil records

Data type and examples Retention period After retention period Retention reason
Records relating to a child that is looked after by the local authority Retain until the child is aged 75 years Destroy Business need
Records relating to children in need Retain until the child is aged 25, or for 10 years after the case was received, whichever is longer Review Business need
Records relating to protection of children or learners Retain until the child is aged 25, or for 10 years after the case was received, whichever is longer Review Business need
Records relating to a serious incident notification 2 years from date created Review Business need
Records relating to the SAFE taskforces interventions 6 months from end of SAFE taskforces (due to end September 2026) Review Business need

Contract data

Data type and examples Retention period After retention period Retention reason
Contracts, grants or agreements like tenders, specifications, and schedules 6 years from contract end date Destroy The National Archives guidance on retention 5: contractual records
Records relating to trusts and governing bodies like articles of association 6 years from contract end date Review The National Archives guidance on retention: 5: contractual records
Tender records including statements of interest, draft specifications, unsuccessful tender documents 5 years from date last modified Destroy Business need
Contract records including commissioning letter, reports from contractors, schedules of works 5 years from date last modified Destroy Business need
European Social Fund (ESF) programme documentation for 2007 to 2013, including contracts and grants Until 1 June 2026 Review All records are being retained until 1 June 2026 to evidence any state aid in accordance with Article 60 (f) of Commission Regulation 1083/2006. Action Note 107/07-13: ESF 2007 to 2013 England Programme Closure has details
ESF: document retention for 2014 to 2020 including contracts and grants Minimum 10 years after final payment has been made Review Each project’s data retention period is established after their final ESF claim is paid by the ESF Managing Authority – European Social Fund document retention guidance has details
Records relating to apprenticeship support contracts Duration of the contract plus 5 years Destroy Business need
Records relating to apprenticeship board and panel contracts Duration of the contract plus 5 years Destroy Business need

Corporate communications

Records relating to corporate communications

Data type and examples Retention period After retention period Retention reason
Press releases, external publications, internal communications and public relations 5 years from date last modified Destroy Business need
DfE’s internal records relating to case studies 5 years from date you sign off the case study Destroy Business need
Case studies published on DfE social media channels Permanent record when captured by The National Archives Permanent record s.3(2) of the Public Records Act 1958 and guidance from the Keeper of Public Records
Social media channels – data that is captured by The National Archives (for cookies on social media, see the section on IT system records) Permanent record when captured by The National Archives Permanent record s.3(2) of the Public Records Act 1958 and guidance from the Keeper of Public Records
Events and webinars 5 years from date last modified Destroy Business need
Signing up for notifications about learning opportunities or events For as long as the person is signed up to DfE notifications and alerts Destroy Business need
Promotional campaigns 5 years from date of the campaign Destroy Business need
Public service messages including messages from DfE about administering learning, qualifications, exams or education issues We keep your personal information for as long as the person is the contact for the educational setting Destroy Business need
Further education intervention and support activities 5 years from date created Destroy Business need

Correspondence

Data type and examples Retention period After retention period Retention reason
Complaints about education providers, children’s social care or DfE Retain for 10 years from date last modified Destroy Business need
Complaints made to Teaching Regulation Agency (TRA) but not accepted as a referral (see Teaching record: misconduct for more details on referrals) 5 years from case closure Destroy Business need
Enquiries or complaints – for example official correspondence, ministerial correspondence, parliamentary questions, freedom of information requests 5 years from date last modified Destroy Business need
Records relating relating to information rights requests, including subject access requests (SARs) 7 years from date last modified for HR SARs (requests received from the DfE workforce) or 2 years from date last modified for other SARs Destroy Business need

For support requests relating to DfE sign-in, the section on IT system records has more information.

Education sector governance

Data type and examples Retention period After retention period Retention reason
Contact lists for budget forecast returns, accounts returns and the land and buildings collection tool 12 months from date created Destroy Business need
Contact lists for policy making (see Teaching record for lists of teachers) 10 years from date created Destroy Business need
Contact lists of markers and coders (if you have not provided any services to us or our contracted partners), if you have provided services – see the section on Contract data 3 years from date last contracted Destroy Business need
Records relating to apprenticeship support panel members (see the section on Contract data) Duration of the person’s membership Destroy Business need
Records relating to apprenticeship board and panel members (see the section on Contract data) Duration of the person’s membership plus 12 months Destroy Business need
Records relating to fire safety survey results 6 years from date last modified Destroy Business need
Records relating to item validation trials 6 months from date collected (by the trialling agencies) – this data is retained from the first technical pretest trial until the present day Destroy Business need
Records relating to qualification approval and revision 7 years from date approved Destroy Business need
Records relating to Regional advisory boards - meeting agendas and minutes 10 years from date last modified Destroy Business need
Records relating to the Risk protection arrangement (RPA) claims handling services 10 years from date created Review Business need
Records relating to the RPA risk management services 10 years from date created Review Business need
Records relating to support for the development and delivery of learner assessments 7 years from date created Destroy Business need

Financial records

Data type and examples Retention period After retention period Retention reason
Records relating to additional payments for teaching 3 years from the financial year end Destroy The Income Tax (Pay As You Earn) Regulations 2003, regulation 97
Records relating to car hire, travel or hotel bookings 6 years from the financial year end Destroy Value Added Tax (VAT) Act 1994, schedule 11
Records relating to childminder grants 6 years from the financial year end Destroy VAT Act 1994 schedule 11
Records relating to contractors undertaking pupil assessments – financial information relative to those services 6 years from the financial year end Destroy VAT Act 1994 schedule 11
Records relating to deeds – funding of buildings 12 years from the date of deed expiry Destroy Limitation Act 1980 schedule 8
Records relating to deeds – funding of learning 12 years from date of deed expiry Destroy Limitation Act 1980 schedule 8
Records relating to departmental budgets including financial planning and accounting documents 6 years from the financial year end Destroy VAT Act 1994 schedule 11
Records relating to expense claims 3 years from the financial year end Destroy The Income Tax (Pay As You Earn) Regulations 2003
Records relating to expense claims – if ESF funded Minimum 10 years after final payment has been made Review Each project’s data retention period is established after their final ESF claim is paid by the ESF Managing Authority. ESF document retention guidance has details
Records relating to funding of learning, including apprenticeships and childcare 6 years from the financial year end Destroy VAT Act 1994 schedule 11
Records relating to funding of learning, including apprenticeships and childcare – if learning is funded by ESF Minimum 10 years after final payment has been made Review Each project’s data retention period is established after their final ESF claim is paid by the ESF managing authority – the ESF document retention guidance has details
Records relating to funding of school, academy or college buildings 6 years from the financial year end Destroy VAT Act 1994 schedule 11
Records relating to funding to deliver T-Level learning 10 years from the end of the financial year in which your return was made Destroy Business need
Records relating to land transactions 12 years from the date of expiry Destroy Limitation Act 1980 schedule 15
Records relating to markers and coders – commercial and financial information relative to those services 6 years from the financial year end Destroy Business need
Records relating to pay 3 years from the financial year end Destroy The Income Tax (Pay As You Earn) Regulations 2003, regulation 97
Records relating to protection of public funds by preventing and detecting fraud 6 years after legal proceedings have been completed Destroy The National Archives guidance on retention: Records Management retention scheduling 11. Internal audit records (2003)

IT system records

Data type and examples Retention period After retention period Retention reason
Records relating to DfE sign-in – accounts 6 years from date on which the person deactivates or deletes their account Destroy Business need
Records relating to DfE sign-in – support requests 5 years from date request solved Destroy Business need
Records relating to monitoring use of IT, network security, user access – Google Analytics data 26 months from date last modified Destroy Business need
Records relating to monitoring use of IT, network security, user access 5 years from date last modified Destroy Business need
Records relating to social media channels – cookies 2 years from date last modified Destroy Business need
Records relating to testing or checking our IT systems For the length of time it takes to test or check the data, any copies would be deleted as soon as the text or check is complete Destroy Business need
Records relating to websites – accounts on our websites or including signing up for an alert For as long as the person has an account Destroy Business need
Records relating to websites – cookies 2 years from date created Destroy Business need

Learner and pupil records

Data type and examples Retention period After retention period Retention reason
Records relating to applying for an apprenticeship 20 years from date created Destroy Business need
Records relating to finding an apprenticeship 20 years from date created Destroy Business need
Records relating to evidence of learning, if learning is funded by DfE 6 years from date of last payment Destroy VAT Act 1994 schedule 11
Records relating to evidence of learning, if part of your Individualised Learner Record (ILR) 20 years Destroy Business need
Records relating to evidence of learning, if the learning is funded by ESF Minimum 10 years after final payment has been made Review Each project’s data retention period is established after their final ESF claim is paid by the ESF Managing Authority – the ESF document retention guidance has details.
Records relating to monitoring learning achievements, attainments, or attendance stored on Analyse School Performance (ASP) – see also the section on Research activities:long-term research Reviewed at least every 3 years while it is still in use – once the data is no longer in use, it can be archived and retained for a further 3 years Review Business need
Records relating to monitoring learning achievements, attainments, or attendance stored on Get Information About Pupil (GIAP) – see the section on Research activities:long-term research 7 years from date created Review Business need
Records relating to item validation trials 6 months from date collected by the trialling agencies – this data is retained from the first technical pretest trial until the present day Destroy Business need
Records relating to Unique Learner Number (ULN) and Personal Learning Record (PLR) 7 years from the person’s latest learning event, or until the person’s 80th birthday, whichever is longer Destroy Business need
Data type and examples Retention period After retention period Retention reason
Records relating to legal advice for a project, contract or policy development 10 years from the date last modified Destroy Business need

Personnel records

Data type and examples Retention period After retention period Retention reason
Records from public appointment recruitment process, including due diligence checks 5 years from conclusion of the competition Destroy Business need
Records relating to public appointments – successful candidates Duration of your appointment or reappointment, plus 2 years Destroy Business need
Records relating to DfE staff recruitment 2 years from date last modified Destroy Business need
Records relating to DfE staff appraisal, staff training, attendance management 6 years from date last modified Destroy Business need
Records relating to DfE staff medical – unrelated to industrial injury 4 years from date last modified Destroy The National Archives - records management Retention Scheduling 2: employee personnel records
Records relating to DfE staff contracts, annual benefit statements and pensions Until aged 100 years Destroy The National Archives - records management retention Scheduling 2: employee personnel records

Policy records

Data type and examples Retention period After retention period Retention reason
Records relating to departmental policies 20 years from date of creation Review to identify if records can be destroyed or transferred to The National Archives Public Records Act 1958 and 1967, Constitutional Reform and Governance Act 2010 s45, Code of Practice on Records Management issued under s.46 of the Freedom of Information Act 2000
Records relating to internal policies 10 years from date last modified Destroy Business need

Project management documentation

Data type and examples Retention period After retention period Retention reason
Project initiation documents such as project plans, risk logs, issue logs 10 years from date last modified Destroy Business need

Research activities: user, policy and social research

DfE conducts and commissions research, analysis, data and statistics, to provide high-quality evidence to inform policy development and delivery.

This section covers records collected as part of these research activities.

Data type and examples Retention period After retention period Retention reason
Records relating to contacting individuals for feedback/research participation 5 years from date contacted Destroy Business need
Records relating to policy development – evidence gathering using surveys or research 12 months from end of the survey or research Destroy Business need
Records relating to policy development and service improvements – evidence gathering through user research 2 years from date of user research Destroy Business need
Records relating to policy lab – photographs, video footage or audio recordings 10 years from date last modified Destroy Business need
Records relating to policy lab – research 2 years from end of the research Destroy Business need
Records relating to public consultations 10 years from date last modified Destroy Business need
Records relating to stakeholder or user groups 10 years from date last modified Destroy Business need

Research activities: long-term research

DfE undertakes long-term research to show the impact of education, training or support programmes on outcomes later in life. This includes monitoring attendance in education and learning. This section covers records collected as part of these research activities.

Data type and examples Retention period After retention period Retention reason
Records on learning achievements or attainments refer to the Longitudinal Education Outcomes (LEO) and the National Pupil Database (NPD) database retention periods Destroy Business need
Records on attendance in education and learning refer to LEO and NPD database retention periods Destroy Business need
Records relating to research to improve the education of children in England refer to the LEO and NPD database retention periods Destroy Business need
Records relating to research to improve the well-being of children in England refer to the LEO and NPD database retention periods Destroy Business need
Records stored on LEO database Until aged 80 years Destroy Business need
Records stored on NPD and the Pupil parent matched data (PPMD) database state retirement age plus 3 years Destroy Business need

Teaching record

Data type and examples Retention period After retention period Retention reason
List of teachers: qualified teacher status (QTS), induction outcomes and professional skills tests outcomes Until aged 80 years Destroy Business need
List of prohibited or sanctioned teachers Until aged 80 years Destroy Business need
List of prohibited or sanctioned teachers: records for policy making 10 years from date last modified Destroy Business need
Records relating to applications for training or vacancies 6 years after the person stops using the service Destroy Business need
Records relating to applying for QTS: application form 5 years from date of application decision Destroy Business need
Records relating to applying for QTS including eligibility check and outcome 2 years from date created Destroy Business need
Records relating to applying for QTS: enquiries 6 months from date created Destroy Business
Records relating to applying for QTS: suitability concerns 50 years from date created Destroy Business need
Records relating to Early career framework induction training 6 months after we have completed processing the data Destroy Business need
Records relating to registering for a National professional qualification (NPQ) course 2 years after we have completed processing the data Destroy Business need

Teaching record: misconduct

Data type and examples Retention period After retention period Retention reason
Records of investigations 50 years from closure of a case Destroy Business need
Records relating to referrals 50 years from closure of a case Destroy Business need

For records relating to claim expenses, use the information in the section on Financial records.

We may need to update this retention schedule periodically – we recommend that you revisit this information for updates.

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