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Retention periods of documents held within Wyre Forest District Council

6. Human Resources

Last updated 22 September 2020

Contents

Human Resources

6.1 Human Resources

Reference Function description/type of record Retention action/retention period Examples of records Notes

6.1

Accidents

3 years from the date of the last entry (or, if the accident involves a child/young adult, then until that person reaches 21 years old)

(See below for accidents involving chemicals or asbestos)
  • Accidents books, records, and reports

The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations1995 (RIDDOR) (SI1995/3163) as amended Limitation Act 1980 (Special rules apply concerning incidents involving hazardous substances – see below)

6.2 Medical records and details of biological tests under the Control of Lead at Work Regulations

40 years from the date of last entry

  The Control of Lead at Work Regulations 1998 (SI 1998/543) as amended by the Control of Lead at Work Regulations 2002 (SI 2002/2676)
6.3

Medical records as specified by the Control of Substances Hazardous to Health Regulations (COSHH)

40 years from the date of last entry

 

The Control of Substances Hazardous to Health Regulations 1999 and 2002 (COSHH) (SI 1999/437 and SI 2002/2677)

6.4

Medical records under the Control of Asbestos at Work Regulations

40 years from the date of last entry

Four years from date of issue

  • Medical records containing details pf employees exposed to asbestos
  • Medical examination certificates

The Control of Asbestos at Work Regulations 2002 (SI 2002/2675

The Control of Asbestos Regulations 2006 (SI 2006/2739)

The Control of Asbestos Regulations 2012 (SI 2012/632)
6.5 Medical records under the Ionising Radiations Regulations 1999 Until the person reaches 75 years of age, but in any event for at least 50 years   The Ionising Radiations Regulations 1999 (SI 1999/3232)
6.6 Records of tests and examinations of control systems and protective equipment under COSHH Regulations Five years from the date on which the tests were carried out  

The Control of Substances Hazardous to Health Regulations 1999 and 2002 (COSHH) (SI 1999/437 and SI 2002/2677)

6.7 Health and safety training records 75 years from date of birth   Common practice
6.8 Medical and Occupational Health information 75 years from date pf birth   Common practice
6.9 Recruitment information Six months/successful completion of probation
  • Application forms
  • Unsuccessful candidate interview notes/assessments
Exact retention period depends on document type.
6.10 Personal file Six years from date of leaving
  • Starter forms
  • Job offer letter and job description
  • Person specification
  • Role profile
  • Contract of employment
  • General training records
  • Redundancy
  • Termination documents
Common practice
6.11 Records relating to children and young adults Until the child/young adult reaches 21 years old   Limitation Act 1980
6.12 Retirement Benefit Schemes Six years from the end of the scheme year in which the event took place
  • Records of notifiable events e.g. relating to incapacity
Retirement Benefits Schemes (Information Powers) Regs 1995 (SI 1995/3103)
6.13 Statutory Maternity Pay Records Three years after the end of the tax year in which the maternity period ends
  • Calculations
  • Certificates (Mat B1s)
  • Other medical evidence
Statutory Maternity Pay (General) Regs 1986 (SI986/1960) as amended
6.14 Wages/Salary Payments Six years
  • Including overtime
  • Bonuses
  • Expenses
Taxes Management Act 1998
6.15 National Minimum Wage Records Three years after the end of the pay reference period following the one that records the cover   National Minimum Wage Act 1998
6.16 Records relating to working time Two years from the date on which they were made   Working Time Regs 1998 (SI1998/1833)
6.17 Payroll File Six years plus current year (seven years)
  • BACS records and output
  • Building Society reports
  • Correspondence
  • Overtime records
  • Payroll adjustments
  • SSP & SMP records
  • Clearance
  • Tax and NI records
 
6.18 Income Tax and NI Returns Not less than three years after the end of the financial year to which they relate
  • Income Tax records
  • Correspondence with HMRC
Income Tax (Employments) Regs 1993 (SI1993/744) as amended by the Tax (Employments)(Amendment No.6) Regs 1996 (SI1996/2631)
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