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
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Derbyshire Record Office │Cultural and Community Services Department│ County Hall│ Matlock│ DE43AG
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