If the results prove negative then they should be destroyed unless the
employee wishes to keep a copy for their own use.
I positive what are the results going to used for? Disciplinary
proceedings? Occupational Health so they can offer advice?
If it is disciplinary then it is recommended that oral warnings are kept for
6 months from date of warning. Written warnings 12 months form date of
warning. Final Warning 18 months from date of warning. Dismissal Date of
dismissal plus 6 years.
Occupational Health files can be kept for 40 years even though the person
has left the organisation.
Regarding the list of selected persons. Would you keep this to stop persons
being tested consecutively? If it is to be truly random then why not destroy
the list after the tests?
regards
Keith Batchelor
Batchelor Associates
Records Management & Health and Safety
http://surf.to/keith.batchelor
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----- Original Message -----
From: "Susan Payne" <[log in to unmask]>
To: <[log in to unmask]>
Sent: Wednesday, November 29, 2006 12:55 PM
Subject: Alcohol and substance testing records
Hi,
my organisation is writing policy and procedures for the testing of alcohol
and substance misuse amongst key employees. The process will produce two
main records:
1. the randomly generated list of employees selected for testing at set
periods.
2. reports on the test results from the medical consultants.
I'm hoping that someone has covered this ground already and come up with
appropriate retention periods?
Any advice or pointers gratefully received.
Susan Payne
Records Manager
Information Compliance
British Transport Police
25 Camden Road, London NW1 9LN
Tel: 0207 023 6983
Mobile: 07920 155 338
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