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We do not use annual leave sheets, all annual leave is booked, authorised and recorded on the HR payroll system by staff and managers. I'm not sure this should be viewed solely under the Limitations Act. Perhaps another way to look at it is the HMRC requirement regarding financial documents being held for C+6. There are two things to consider - the employee is responsible for providing accurate information and may choose to keep a copy of their annual leave record to make sure they are properly paid; the council may wish to keep the annual leave record because it underpins a payroll and therefore payslip record - in order to show auditors that the financial payments were correctly made, or incorrect payments made based on employee provided data. For auditors it would probably be date of payment + 6 (or 7) i.e. year of payment + 6, or year of annual leave + 6, whichever is the longer. An interesting question, will be interested to see what others think. 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 George Vickers Sent: 13 September 2016 09:50 To: [log in to unmask] Subject: Retention period - annual leave sheets Hi, What is the practice of others when it comes to annual leave sheets? We want to retain them in the event of a claim for unlawful deductions of payment so we have evidence that the leave was taken. Currently we retain for 6 years after the end of employment, unless held separately from the personnel file, then 6 years after the year leave taken. It is possible to bring civil case up to 5 years (6 in England & Wales) after the last incorrect payment but this strikes me as very risk averse when only 5 days can be carried forward. Would one or two years not suffice? (For those with enhanced disclosure we keep it longer, but that is for evidence in the event of a future claim of abuse or serious misbehaviour). Is there a general consensus on how long to keep annual leave sheets? Thanks, George Vickers Orkney islands Council To view the list archives go to: https://urldefense.proofpoint.com/v2/url?u=https-3A__www.jiscmail.ac.uk_cgi-2Dbin_webadmin-3FA0-3DRECORDS-2DMANAGEMENT-2DUK&d=CwIFaQ&c=HmJinpA0me9MkKQ19xEDwK7irBsCvGfF6AWwfMZqono&r=hlY7XvDzlutScMUZv2FUgUm4xx54yhiT-WkOL-6WAlCnQYGc753dWS-_FLPxw8dm&m=vUCUU_9EHE5tYyjH1m-2pdKy02tz3t5UCZn8FZO6jj4&s=dkkOMl3sFuJsnVN80I3p98xsoJfZI7IlYUjnIFnLvl4&e= To unsubscribe from this list, send an email to [log in to unmask] with the words UNSUBSCRIBE RECORDS-MANAGEMENT-UK For any technical queries re JISC please email [log in to unmask] For any content based queries, please email [log in to unmask] ---------------------------------------------------------------------- Please help to reduce waste and do not print this message unless you really need to. This message, including any attached files, is intended just for the use of the individual or organisation to whom it is addressed. Any opinions expressed are those of the sender, not Merton Council. Email is not secure, and the council accepts no responsibility for any inaccuracy, corruption or virus which has occurred during transmission. This email may be subject to monitoring in accordance with relevant legislation and may be disclosed in response to a request under the Freedom of Information Act 2000. The message may contain information that is confidential or sensitive; you should handle it accordingly. If you have received this email message in error, you must not copy, disclose or make any further use of the information contained within it. Please notify the system manager ([log in to unmask]) or the Head of Information Governance ([log in to unmask]), and delete the message. [log in to unmask] http://www.merton.gov.uk ----------------------------------------------------------------- To view the list archives go to: https://www.jiscmail.ac.uk/cgi-bin/webadmin?A0=RECORDS-MANAGEMENT-UK To unsubscribe from this list, send an email to [log in to unmask] with the words UNSUBSCRIBE RECORDS-MANAGEMENT-UK For any technical queries re JISC please email [log in to unmask] For any content based queries, please email [log in to unmask]