I checked our retention schedule (based on the Department of Health's
retention schedules provided to Trusts):
Personnel/human resources records -major
(eg personal files, letters of appointment, contracts, references and
related correspondence, registration authority forms, training records,
equal opportunity monitoring forms (if retained)) - 6 years after
individual leaves service, at which time a
summary of the file must be kept until the individual's 70th birthday
Personnel/human resources records - minor
(eg attendance books, annual leave records, duty rosters, clock cards,
timesheets) - 2 years
I would tend to treat warnings given as part of disciplinary as a
'major' record and keep it for the duration.
Anne
CIC x4539
(01228 814539)
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-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Vicki Perry
Sent: 16 October 2007 09:39
To: [log in to unmask]
Subject: Retention of disciplinary and tribunal records
Hi All,
I am trying to find out appropriate retention periods for records
relating to disciplinary procedures. We have records such as written
warnings, correspondence and material about tribunal proceedings. I am
aware that we can't keep these indefinitely under the Data Protection
Act, but is there any guidance as to how long such records should be
kept? I have found advice that states that warnings should be destroyed
upon expiry, but how do you determine the data of expiry? I can see that
a lot of places retain warnings for 6 months before destruction, but how
do you back this up?
Thanks
Vicki
______________
Vicki Perry,
Assistant Archivist,
Hatfield House,
Hatfield,
Herts. AL9 5NF
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