I usually recommend retain Occupatonal records for the life of the employee
records (Employment plus 6 years) unless there are significant reasons for
retaining longer - Asbestos being one, radiation being another (to age 75
or 50 years whichever is the longer)If an employee has had a significant
accident it is worth retaining for some time in case of a claim - as
mentioned by David
As usual it is a case of reviewing the contents before making a decision.
Original Message:
-----------------
From: David Bridge [log in to unmask]
Date: Thu, 7 Jan 2010 16:11:31 +0000
To: [log in to unmask]
Subject: Re: Occupational Health Training Records
Off the top of my head [I feel like doing some RM for a change]
There is a 40 year legal requirement to retain asbestos related records
Most insurance companies like records to be retained for 15 years to prove
that equipment was maintained or training undertaken. Which would mean
that training records should be kept for 15 years ish
We had a claim dating back to the 70's and an insurance company got most
upset because we were able to prove that we had a policy with them at that
time so they were liable for any pay out and legal costs!
Moral being KEEP A NOTE OF YOUR OLD INSURANCE POLICIES
HAPPY NEW YEAR to everyone
And See you at RMS Manchester!
David
Freedom of Information Act Contact Officer/ Swyddog Cyswllt y Ddeddf
Rhyddid Gwybodaeth
Data Protection Officer/Swyddog Diogelu Data
Directorate of Lifelong Learning/Cyfardwyddiaeth Dysgu Gydol Oes
Records Manager/Rheolwr Cofnodion
Flintshire County Council/Cyngor Sir y Fflint
Tel/Ffon 01352 702178
"McClen James (South of Tyne and Wear)" <[log in to unmask]>
Sent by: The UK Records Management mailing list
<[log in to unmask]>
07/01/2010 11:13
Please respond to
"McClen James (South of Tyne and Wear)" <[log in to unmask]>
To
[log in to unmask]
cc
Subject
Re: Occupational Health Training Records
Hi Sarah
It seems a little extreme to keep training records for as long a time as
50 years unless you can do it electronically. Does your occ. health
dept have monitoring records for higher risk occupations which would be
the assurance against staff developing occupational disease? This may
be more of a defence against litigation than attendance at a training
course
But perhaps you need to file training records separately
Jim
Jim McClen
Records Manager
Information Governance
Informatics
NHS South of Tyne and Wear
Clarendon
Windmill Way
Hebburn
Tyne and Wear
NE31 1AT
Tel Direct: 0191 2831524
Mobile: 07768852331
Fax: 0191 2831228
[log in to unmask]
-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Sarah Graham
Sent: 07 January 2010 10:51
To: [log in to unmask]
Subject: Occupational Health Training Records
Hi everyone - Happy New Year!
Here is my first retention query of the New Year...it's a good one!
We currently retain our personnel files for 7 years after termination of
employment (those staff who are dealing with children have a longer
retention
period). These files contain training records for staff as well as the
usual
recruitment information etc...
However, it has been raised that there needs to be a lenghty retention
period
for Occupational Health Training records - these need to be maintained
for a
lenghtly period due to the potential for claims. As a council we need
to
maintain evidence that the necessary training / awareness raising was
done.
The insurance department tell me that some of these claims can go back
to
the 1960s, due to asbestos related illnesses. Therefore, we'd be
looking at a
potential 50 year retention period.
Clearly, we do not want to keep all personnel files for 50 years in
order to
cover one records series. The personnel file department do not have the
resources to weed the Occupational Health Training items out of the
personnel
file on an individual basis but the insurance department are concerned
about
claims that could run into millions and us having destroyed the evidence
after
7 years.
My thoughts are to have the Directorates keep the Occupational Health
Training records in a separate file created specifically for that
purpose. This
seems to the the most obvious conclusion.
I'm interested to hear if any colleagues on the list have had the same
issues
and if they have resolved them along the same lines?
For any technical queries re JISC please email [log in to unmask]
For any content based queries, please email
[log in to unmask]
For any technical queries re JISC please email [log in to unmask]
For any content based queries, please email
[log in to unmask]
**********************************************************************
Opinions advice, conclusions and other information in this
message that do not relate to the official business of
Flintshire County Council shall be understood as neither
given nor endorsed by it or on its behalf, and consequently
Flintshire County Council shall bear no responsibility
whatsoever in respect thereof.
Deellir na fydd unrhyw safbwyntiau, na chynghorion, na
chasgliadau nac unrhyw wybodaeth arall yn y neges hon,
nad ydynt yn berthnasol i waith swyddogol
Cyngor Sir y Fflint, yn cael eu cynnig na'u cadarnhau ganddo
nac ar ei ran, ac felly ni fydd Cyngor Sir y Fflint yn derbyn
unrhyw gyfrifoldeb am y rhannau hynny o'r neges.
**********************************************************************
For any technical queries re JISC please email [log in to unmask]
For any content based queries, please email
[log in to unmask]
--------------------------------------------------------------------
myhosting.com - Premium Microsoft® Windows® and Linux web and application
hosting - http://link.myhosting.com/myhosting
For any technical queries re JISC please email [log in to unmask]
For any content based queries, please email [log in to unmask]
|
