Good Morning All,
I am presenting at the Legal Island event next Thursday in Belfast. It may
help you. Below is a link to the agenda.
http://www.legal-island.com/events/all-events/410/data-protection-in-the-wor
kplace/
I would be delighted to speak to you offline.
Looking forward to hearing from you
Best regards
Dorothy
Dorothy Quinn MSc RM BSc Econ
Managing Director
DeeQue
Bank House
106 O’Connell Street
Limerick
UK M: +44 75 22237187
M: +353 86 1653687
T: +353 61 748877
E: [log in to unmask]
W: www.DeeQue.com
on 28/5/13 9:04 AM, Marsh Alison <[log in to unmask]> wrote:
> The NHS uses the Records Management Code of Practice for retention
periods.
> There are various types of records as you can imagine but the following
> relates to the personnel records. The Code of Practice can be downloaded
> from the DoH website.
>
> 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)) NB Includes locum doctors
>
> 6 years after individual leaves service, at which time a summary of the
file
> must be kept until the individual’s 70th birthday
> Summary to be retained until individual’s 70th birthday or until 6 years
> after cessation of employment if aged over 70 years at the time.
> The summary should contain everything except attendance books, annual
leave
> records, duty rosters, clock cards, timesheets, study leave applications,
> training plans
>
> The 6 year retention period is to take into account any ET claims, or EL
> claims that may arise after the employee leaves NHS employment, requests
for
> information from the NHS pensions agency etc. Claims of this nature can
> include periods of up to 6 years or more prior to the claim and where
> evidence could be needed from a number of sources, it is appropriate to
> retain as much as possible from the original file.
>
> Kind Regards
> Alison Marsh
> Service Development Lead – Cancer and Transformation
>
> Salford Royal NHS Foundation Trust
> Tel: 0161-206-8964
> Mobile: 07818 580151
> NHS Mail: [log in to unmask]
>
> Patient & Customer Focus, Accountability, Continuous Improvement, Respect
>
> -----Original Message-----
> From: The Information and Records Management Society mailing list
> [mailto:[log in to unmask]] On Behalf Of Donald
Henderson
> - CHX
> Sent: 28 May 2013 09:01
> To: [log in to unmask]
> Subject: Re: HR personnel files retention trigger
>
> It has to be end of employment. You can't differentiate between someone
who
> is in one job for 30 years and someone in ten jobs over the same period of
> time - you would still expect to keep their personnel file for the same
> overall period.
>
> Donald Henderson
> Information Compliance Manager
> Perth & Kinross Council
>
> -----Original Message-----
> From: The Information and Records Management Society mailing list
> [mailto:[log in to unmask]] On Behalf Of David Jenkins
> Sent: 28 May 2013 08:37
> To: [log in to unmask]
> Subject: HR personnel files retention trigger
>
> Dear Colleagues,
> We are in the process of rolling out our EDRM system and a question has
been
> raised regarding retention periods for HR personnel files.
> Our retention schedule states that we retain a personnel file for 6 years
> from end of council employment (or 25 years for someone working with
> children). However the question has been asked whether we should be
> triggering the retention period from ‘end of council employment’ or ‘end
of
> a particular job’. The reason this has become is issue is that we realise
> that a member of staff might have had numerous different job roles within
> the Council over a period of time (e.g. 5 years as a admin assistant, 3
> years as a call centre agent etc), and so we have the risk of retaining
> their ‘personnel file’ from a previous role for a very long time. I think
we
> would ideally like to trigger the retention period from when a person
ended
> a particular job.
> I’d be interested to hear how other organisations are determining what
> triggers this retention period. Please reply either on or off-list.
>
> Thanks,
> David
> David Jenkins │Corporate Records Manager Derbyshire County Council
>
> Tel Extension: 39203
> Direct Dial: 01629539203
> Email: [log in to unmask]
>
> Derbyshire Record Office │Cultural and Community Services Department│
County
> Hall│ Matlock│ DE43AG
>
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