I think you may have spotted a hole then.
How do others square the circle on this one? The long-term evidencing of employment. Is it something you make provision for or do you take the approach of not being able to guarantee evidencing after leave + current year + six (or leave +7).
When I worked in NHS admin in the 1980s, pension records were used to show previous service where increments for this were claimed by medical staff.
-----Original Message-----
From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of Ash, Jean
Sent: 28 February 2017 17:57
To: [log in to unmask]
Subject: Re: Retention of personnel files
Hi
We wondered about that. Our pension records may have a similarly short retention period with the masters held by the pension providers.
Kind regards
Jean Ash
Glasgow Caledonian University
-----Original Message-----
From: Madeleine McAllister [mailto:[log in to unmask]]
Sent: 28 February 2017 17:05
To: Ash, Jean; [log in to unmask]
Subject: RE: Retention of personnel files
You may have pension records which will show this.
Madi McAllister
Information Governance & Records Management Officer London Borough of Merton
Tel: x 4180
-----Original Message-----
From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of Ash, Jean
Sent: 28 February 2017 17:04
To: [log in to unmask]
Subject: Re: Retention of personnel files
Hi
We keep personnel records for 7 years but we have recently been wondering, if we only keep records for that length of time, how does a member of staff who worked with us, maybe 20 years ago, prove that they ever worked here?
Kind regards
Jean Ash
Glasgow Caledonian University
-----Original Message-----
From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of Jenny Willis
Sent: 28 February 2017 11:06
To: [log in to unmask]
Subject: Retention of personnel files
Dear All
Our HR consultant has recently suggested that we revise our current 7 year (from end of employment) personnel file retention to 1 year only - the justification being that normal time limits for employment tribunal cases are 3 to 6 months from end of employment (under the Extension of Jurisdiction Order 1994). In addition, she feels that the common reason for 7 year retention of personnel files is to ensure correct retention of payroll and tax records and that if these are held by Finance, the 7 year HR retention isn't necessary.
However, it's my understanding that 7 years is an industry standard owing to the 6 year time limit for breach of contract claims under the Limitations Act 1980. I know that the time limit for breach of contract 'shall not apply to any claim for specific performance of a contract' but am I right in thinking that there will be cases where the 6 years stated in the Limitations Act applies to employment tribunals and well as civil courts?
I believe that the ICO advice is that a recruitment record shouldn't be held for longer than 6 years. I would think that records which might be relevant to a claim of breach of contract would be: signed contract and amendments; training records; appraisal records; sick leave records; correspondence relating to promotion or disciplinary action. Does anyone hold these records for a shorter time or see any argument to do so?
Many thanks,
Jenny Willis
The Postal Museum
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