1.2.4 Retention and Record Keeping for Offsite Visits

Overview

Maintaining accurate records of educational visits helps schools demonstrate effective planning, safeguarding and risk management. Record keeping also supports future visit planning and allows establishments to share good practice.

Records may also be required if an incident occurs that could lead to an insurance claim or legal action.

If records include personal data, such as names, medical information or photographs, they must be handled in accordance with the Data Protection Act 2018 and UK GDPR, and in line with the employer’s data retention policy.

Good record keeping helps ensure that educational visits are well documented, legally compliant and continuously improving.

Why Records Are Kept

Settings may retain records of visits for several reasons, including:

• Tracking the range of opportunities offered to pupils
• Recording staff experience in leading visits
• Demonstrating effective planning, risk management and evaluation
• Supporting the sharing of good practice
• Informing future visits and improving safety
• Supporting research, statistics or public interest enquiries
• Retaining evidence if an incident or claim occurs

Where no formal retention policy exists, settings should agree clear guidance on what records are kept and for how long.

General guidelines for retaining visit records

• Parental consent forms: Keep until the visit concludes, unless a longer period is needed for a specific reason (see Incidents, below). Consent forms and accident forms are generally treated as separate from the main pupil file, with their own retention period, usually shorter, rather than being kept for a fixed number of years by default..
• Incidents or accidents: There is no single mandated retention period for incident-related records. Where a significant incident occurs, schools should make a documented, risk-based decision on how long to retain the relevant consent forms and incident reports, recorded in the school's retention schedule. This judgement often takes into account potential liability timeframes (for example, the extended limitation period that can apply for claims involving a child). Retaining permission slips for all students on the visit, not just those involved in the incident, can help demonstrate consistent practice..
• Pupil records: Many schools apply a “Date of Birth + 25 years” rule to the core pupil file. This does not automatically extend to educational visit paperwork. Visit-related consent and accident forms are usually kept separately, under their own retention period, and are not routinely forwarded as part of the pupil record.

Typical Retention Periods

Retention periods depend on the record type and whether an incident occurred, and should be set out in the school's own retention schedule rather than applied as universal fixed figures. Schools using EVOLVE as a secure platform may choose to retain this information longer for data, reporting and trend purposes.

Standard visit with no incident

Securely dispose of shortly after the visit concludes

Visit involving an accident or incident

Retained for a risk-assessed period set by the school (no fixed statutory figure; often informed by liability/limitation considerations)

General pupil records

Often retained until date of birth + 25 years (core pupil file, not automatically extended to visit paperwork)

Personal data

Retained in line with GDPR and the school's own data protection/retention policy

Record Keeping in Practice

Records of visits may include:

• Visit plans and risk assessments
• Staff roles and experience records
• Programmes of activities
• Communication with parents and consent forms
• Policies and procedures in place at the time of the visit
• Accident investigation reports and witness statements

These records can help demonstrate that visits were properly planned and managed.

Managing Personal Data

When storing information that includes personal data:

• Ensure records are stored securely
• Limit access to authorised staff
• Clearly identify the purpose and legal basis for holding the data
• Define how long the information will be retained
• Dispose of records securely when no longer required

Electronic systems used to manage visit records should have appropriate security and access controls.

Records Following an Incident

If an accident or incident occurs, additional records should be retained to support investigation or potential claims.

These may include:

• Detailed incident reports and witness statements
• The visit plan and risk assessment
• Names of all participants and staff present
• The programme of activities
• Policies and procedures in place at the time
• Copies of information sent to parents
• Completed consent and medical forms

Recommended Retention Periods After Incidents

To allow for potential claims:

• Young people: retain records until they reach age 25
• Adults: retain records for 7 years after the incident

These timeframes reflect the Limitation Act 1980, which allows claims to be brought several years after an event.

In some cases, particularly where injuries may develop over time, longer retention periods may be appropriate.