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On the disciplinary issue : * What do Audit want to keep and why ? If they do not have a good answer how do they dispose of DP5 ? "Personal data ... shall not be kept for longer than is necessary for that purpose or those purposes" * Are they perhaps confusing the disciplinary records with a record of the fact that there was a disciplinary ? On the health forms - same issue really. If they have a good reason* and DP5 can be satisfied - why not i.e. more than "just in case" or "that's what we like to do" or "that's what we have always done" Phillip Bradshaw Information Manager Clerk to the Council Room 111, County Hall EMail: <mailto:[log in to unmask]> [log in to unmask] Phone: 029 2087 3346 Mobile : 07779 284684 Fax: 029 2087 3349 _____ From: The UK Records Management mailing list [mailto:[log in to unmask]] On Behalf Of Darbyshire , Michelle Sent: 11 December 2006 16:00 To: [log in to unmask] Subject: Retention Dear list, We are currently putting together a retention schedule for our Human Resources Department and audit have questioned the retention of disciplinary records. I have recommended that we keep such records according to the RMS guidelines as these records cannot be used in any disciplinary hearing after 2 years. Audit would prefer that the records are retained permanently, which I have suggested only be used for records relating to employees working with children. The next issue was that our health declaration forms should be retained for 10 years instead of the recommended 6 years guided by the Access to Medical Reports Act 1998. I would appreciate any comments. Regards Michelle Michelle Darbyshire Records Manager Barnsley Metropolitan Borough Council Unit 1 Shortwood Business Park Birdwell Barnsley S74 9NQ Tel: 01226 787970 Internal ext: 6970 Mobile: 07786525438 Email: <mailto:[log in to unmask]> [log in to unmask] *** Barnsley MBC Disclaimer: This e-mail and any files attached are confidential for the use of the intended recipient. If you have received this e-mail in error please notify the sender as soon as possible and delete the communication from your system without copying, disseminating or distributing the same in any way by any means. 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