Compliance with Principle 5 is a matter of demonstrating that the retention
is necessary. My rule of thumb, for what it's worth:
1) Is there a minimum retention period set out in law? (E.g. accident
books have to be kept for three years) If so, that establishes a benchmark
and you would have to justify it very carefully if you wanted to retain
beyond that.
2) If there is no actual legal requirement, is there a legal process
where the information might be relevant? (E.g. 3-6 months for recruitment
papers in case of a claim of discrimination; 3 years in most cases for
potential compensation claims; 6 years for contractual matters, etc.)
3) If not, how long will your relationship with the individuals concerned
last, during which your records are required either to justify your actions
('but you did consent to that and here is the evidence') or to enable you to
carry out your obligations ('but if we don't keep your address we can't send
you the money we owe you').
After that, set up a proportionate disposal programme at suitable intervals
so that material is not held for too long once it is no longer needed, but
without making your task more onerous than it need be.
I suspect in this case you might be looking at (2) above, and possibly your
insurers would be able to advise on the appropriate length of time.
Paul Ticher
0116 273 8191
22 Stoughton Drive North, Leicester LE5 5UB
----- Original Message -----
From: "Sarah Rainford" <[log in to unmask]>
To: <[log in to unmask]>
Sent: Wednesday, July 22, 2009 10:10 AM
Subject: Educational Visits data retention
> Hello
>
> I would be grateful if anyone could offer advice on the following:
>
> What is the retention period for hard copy/electronic records of Health &
> Safety data (i.e risk assessments recording) for educational visits,
> either domestic or abroad?
>
> Regards
>
>
> Sarah Rainford
> CIS Manager
> Blackpool Sixth Form College
> 01253 394911 Ext:732
>
>
>
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