Streamline Your SEND Record Filing

March 1, 2023

The standard record retention for student SEND (Special Educational Needs and Disabilities) records is 25 years. However, some local authorities state that you should keep them for 35 years, ready to be produced in the event of a “failure to provide sufficient education” case. Managing these records is a difficult but essential task for providing a comprehensive history of students.

How important is SEND?

Schools can find it a challenge to store this volume of paperwork securely and for long periods of time. Some schools have even moved to scanning these records in compliance with BS 10008 – the British Standard for the Evidential Weight and Legal Admissibility of Electronic Information.

GDPR states that records must be kept no longer than necessary, so schools must be careful not to hang on to paperwork beyond the required number of years. Retention policies are not easy to implement with physical SEND files to ensure that GDPR is adhered to. Applying document types to scanned documents with retention periods can automate the process. Working digitally will save you a considerable amount of time when compared to working with paper files.

Electronic files are also more convenient to use day-to-day. It’s quicker and easier to produce updates and copies and the files can be easily accessed and shared so that the team can collaborate on them.

Paper files require a great deal of storage space, and many of the documents must be both readily accessible and adequately protected to ensure confidentiality. Paper files can also be easily mislaid or destroyed, so schools may look to store their physical files in off-site storage with a trusted supplier like Storetec.

At Storetec, our specialist facilities provide a secure way to store this sensitive information, saving your storage space. Our Scan-On-Demand service means that we can scan any SEND files back to you within eight working hours of the request.

At the end of the retention period, you must dispose of the file securely. Using our i-Trac records management system, you can manage the retention periods of your documents in storage and request for them to be destroyed in line with British Standards.

Are you interested in streamlining your SEND record filing? Contact us for a free quote. We are available for video/phone calls at your convenience to discuss your project or if you just want some more information.

About The Author

Storetec Team
At Storetec, we ensure our clients can access their data through innovative technologies, enhancing decision-making and efficiency. Our services save space, cost and time as well as help with the environmental and social responsibility demands on all organisations. With our expert team, state-of-the-art purpose-designed facilities, and advanced technology, we prioritise client care and communication for unmatched document management solutions.

Related Posts

London city with big ben and parliament
Managing Rising Business Costs, Including National Insurance Contributions
December 5, 2024
Rising business costs, including National Insurance contributions, challenge UK organisations. Discover how MDI Cloud and Storetec's innovative solutions optimise processes,…
Storetec Wins BPO/Outsourcing/Bureau Business of the Year for 10th Year
November 18, 2024
Storetec has been named BPO/Outsourcing/Bureau Business of the Year for the 10th year at the Document Manager Awards 2024.
Compliance in the construction industry
Why Compliance in Document Management is Crucial for Construction Projects
October 22, 2024
Discover why compliance in document management is essential for construction projects and how Storetec’s tailored solutions help firms stay compliant,…

Large cabinet

20,000 images

4 drawer cabinet

12,000 images

3 drawer cabinet

9,000 images

Archive box

1,800 images

Books

Number of pages

Files

100 images

Lever arch files

500 images

Large format

Singular

Aperture cards

Singular

Microfilm

Number of reels

Microfiche

Number of slides

Done