POLICIES & PROCEDURES:
ACADEMIC ARCHIVING
Crosby Training is committed to maintaining secure, accurate, and accessible learner, assessment, quality assurance, funding, and compliance records. Effective archiving supports regulatory compliance, audit requirements, quality assurance, and the protection of organisational and learner information.
This policy applies to all learner, assessment, quality assurance, funding, regulatory, and compliance records held by Crosby Training in both electronic and paper formats.
COMPLIANCE
Records are managed in accordance with:
RESPONSIBILITIES
The Internal Quality Coordinator oversees archiving systems and ensures archiving procedures are followed. Internal Quality Assurers are responsible for the secure archiving of learner portfolios, while administrative staff manage learner personal files and archive indexes. Access to archived records is restricted to authorised personnel only.
ARCHIVING REQUIREMENTS
Records may be stored electronically, on paper, or through a combination of both methods. All records are stored securely, remain accessible for audit and compliance purposes, and contain sufficient information to identify learners, programmes, funding references, archive dates, and retention requirements.
RETENTION PERIOD
Crosby Training retains learner, assessment, funding, quality assurance, and compliance records for 14 years from the learner’s completion or withdrawal date. This exceeds most current funding requirements and ensures records remain available for audit, regulatory, and evidential purposes.
PORTFOLIO & LEARNER FILE ACCESS
Paper and electronic portfolios are securely archived following internal quality assurance and retained where required for awarding organisation, funding, regulatory, or audit purposes. Learner personal files are reviewed on completion or withdrawal and transferred to secure archive systems, with indexes maintained to support retrieval when necessary.
SECURITY & ACCESS
Archived records are protected through appropriate physical and electronic security measures. Paper records are stored in secure, fire-resistant locations, while electronic records are protected through controlled access and secure storage systems. Only authorised personnel with a legitimate business need may access archived information.
DISPOSAL OF RECORDS
At the end of the retention period, records are reviewed and securely destroyed in accordance with data protection and information governance requirements. Disposal processes ensure confidentiality is maintained and all legal and regulatory obligations are met.
This is a Summary: you can read our full Academic Archiving Policy here.
