Interestingly I have found in my travels so far one employer whose policy is
to keep a Final Warning "indefinitely". I suppose that makes "final" mean
"final", but it does rather seem to be a Sword of Damocles.
I am not sure how one classifies a "Warning involving Children", though.
There can be cases where a child is involved but their status as a child is
not germane to the matter in hand.
-----Original Message-----
From: This list is for those interested in Data Protection issues
[mailto:[log in to unmask]] On Behalf Of Sara Jane Newbon
Sent: Monday, January 19, 2004 10:43 AM
To: [log in to unmask]
Subject: Re: [data-protection] Retention of written warnings
From "Retention Guidelines for Local Authorities", a guide produced by the
Records Management Society of Great Britain.
In cases where wrong doing was proved.
Oral Warning - 6 months
Written Warning - 1 year
Final Warning - 18 months
The above warnings to be removed & destroyed after the relevant time has
"spent".
Warnings involving children kept permanently.
Where investigations prove unfounded destroy immediately.
Hope this helps
Sara Jane Newbon
----- Original Message -----
From: "Sarah Westwood" <[log in to unmask]>
To: <[log in to unmask]>
Sent: Monday, January 19, 2004 10:16 AM
Subject: [data-protection] Retention of written warnings
> We are drawing up a records retention schedule for our employment
> records and have been advised by an employment lawyer that although
> written warnings are only "live" for a year, it is perfectly in order
> for them to remain on the file thereafter to inform any potential
> future disciplinary procedures.
>
> I'd be very grateful for list members' views on this, and for examples
> of practice elsewhere. Personally I believe that if a warning is no
> longer
in
> force it should be removed from an individual's personnel file, but
> that's really a gut reaction based on no firm evidence.
>
> Can't find any reference to these records in the OIC's employment
> records code of practice, but it may be that I'm not looking hard enough.
>
> Many thanks in advance.
>
> Sarah Westwood
> Records Management Officer
> Girton College
> Cambridge CB3 0JG
>
> Tel: 01223 338976
> Fax: 01223 338896
> Website: www.girton.cam.ac.uk
>
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