School records for an individual pupil

Sometimes we are asked what records are kept of our schools. Often these requests come from former school pupils of our schools when they need to provide proof of their attendance or educational record. Other requests come from family historians carrying out research on their family tree and about their ancestors.

From time to time teachers and their students wish to find out about the history of their own school. This page aims to provide some initial guidance for these enquiries. The guidance below covers

• data protection act and school records
• advice for former pupils
• examination results
• advice for family historians or researchers
• advice for schools about keeping school records
• Special events
• and further information.

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Data protection act and school records

The data protection act gives all school students, regardless of age, the right of access to their school pupil records.

Before obtaining any personal information about an individual from the council, even if you are enquiring about yourself, you must submit a request in writing to the Councils' data protection officer.

For further information contact: 020 8489 1997/ 3112 or email dataprotection@haringey.gov.uk.

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Advice for former pupils

It is important to appreciate that school records for an individual pupil can be kept by the school for a limited time only. Read advice for schools about keeping school records below.

If you are a former pupil looking for your attendance and/or your education record at a Haringey school, it would be advisable to first contact the school you attended to see what records they still have.

Access to your own records is subject to the data protection act. Some schools may have deposited their historical records at the archives department at Bruce Castle Museum.

Sometimes these include more recent records for pupils (please note: many of the school records held at Bruce Castle Museum are very old and date from the late 19^th century and early 20^th century onwards.

For Haringey archives’ list of deposited school records pre-1965 at Bruce Castle Museum visit the access to archives website in the external links section below.

Before contacting the data protection officer, you can contact the archives at Bruce Castle Museum first to see if we do hold the school records for the period you require. If you are looking for someone else’s school records, follow the advice given below at advice for family historians or researchers.

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Examination results

If you are looking for school examination results, these records are not held by any of our schools or Bruce Castle Museum.

Examination results are kept by the individual examination board. You would need to know which examination board you took your exams with and seek advice from them.

Schools may be able to assist in identifying which examination boards were used. For a list of examination boards and further advice visit the qualifications and curriculum authority website in the external links section below.

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Advice for family historians or researchers

Bruce Castle Museum holds a collection of historical records for schools in Haringey. Not all schools have deposited their records; nor do all our school records survive. However, you can see which pre-1965 school records have been deposited in the archives by looking at the access to archives website in the external links section below.

To comply with the data protection act, there is some important guidance to follow if you wish to consult someone else’s personal information in school records.

Entries for an individual who is (or would be) more than one hundred years old can be viewed without restriction.

However, if the individual is less than one hundred years old you would need to provide proof that that person is now deceased, and to supply a death certificate for them.

If you require seeing the personal information for an individual who is still alive, then you would need to apply to the data protection officer for permission on 020 8489 1997/ 3112 or email dataprotection@haringey.gov.uk.

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Advice for schools about keeping school records

We are often asked by schools how long certain records should be retained by them before they can be disposed of.

It is important to remember that many school records are of invaluable help, not only for former pupils but also for local historical and genealogical research.

There should be a presumption against destroying any records unless it is considered that they are of no such value.

The following guidance is by no means exhaustive but covers the items most frequently asked about.

School log
School logs should be retained permanently. They are retained in the school for 6 years from the date of the last entry; then transferred to the archives.

Admission registers
Admission registers should be retained permanently - note that this is not the same as the class register in which daily attendance is marked. These are retained in the school for six years from the date of the last entry, then transferred to the archives.

Pupil record cards or printouts

• Primary – These are retained while the child is in the school; then transfer to the relevant secondary school.
• Secondary – These are retained until the child is 25 years old and then shredded.

Class registers
Class registers are retained whilst the pupils are still at school and for three years after the last date in the register; then destroyed. For example, if a pupil enters school in September 2001 and leaves in July 2008, the September 2001 register for that class can only be destroyed in August 2011.

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Special events

Schools often have

• presentations
• open days
• pageants
• plays.

Old photographs and other records that play an important part in the life of the school: These records can be transferred to the archives for historical purposes.

In every case, the Archives will confirm what they have retained and send a copy of the retention details to the school for their information. Often, schools will want to put on a display of old records for special events.

As long as advance notice is provided for the archives, they will be able to arrange for the loan of the records for the school, subject to certain safeguards concerning the preservation and security of the items whilst on display.

Contact us for full details of the terms under which such loans can be made, or for any further advice on retention and disposal of records.

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Further information

Bruce Castle Museum
Lordship Lane
Tottenham
N17 8 NU

Tel 020 8808 8772
Fax 020 8808 4118
Email museum.services@haringey.gov.uk

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Useful External Links

The following links are not part of the Haringey Council website. Please read our legal disclaimer before using these links

• Bruce Castle Museum map location
• Access to archives website
• qualifications and curriculum authority website

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