Hi Guys,
Personally I wold keep them for a maximum of 6 mths. As I said before if the tests were to be redone after 6 mths, it is highly unlikely that the results would be the same. They really have no value beyond assisting with the selection process, and even that is debatable
Regards
R Kaczynski
Rosemary Kaczynski MRIM, MIIM
PRINCIPAL
Document Management Consultancy
Mobile: +61411513241
www.documentmanagementconsult.com
https://au.linkedin.com/in/rosemary-kaczynski-4526798
-----Original Message-----
From: The Information and Records Management Society mailing list <[log in to unmask]> On Behalf Of Neil Gow
Sent: Tuesday, 13 November 2018 4:28 AM
To: [log in to unmask]
Subject: Re: [External] Psychometric Assessments - retention periods
That's a good point, and on reflection I tend to agree with this. These would be "sensitive personal data" (using the EU terminology) and explicit consent would be required to keep them beyond the original purpose for processing them.
So the answer would be:
(a) Rejected candidates - immediate disposal.
(b) Successful candidates - Either: immediate disposal (no legal or business justification to retain), Or: Keep with the personnel file, if the country's privacy laws permit it and consent was obtained to do so.
In neither case is it 2 years! But perhaps you might also make a case for 6 months, or whatever the duration is of the probationary period.
Neil.
-----Original Message-----
From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of Rosemary Kaczynski
Sent: 11 November 2018 07:16
To: [log in to unmask]
Subject: FW: [External] Psychometric Assessments - retention periods
Hi all,
Putting forward my 2 cents worth,
The purpose for which the psychometric assessments are undertaken is to ascertain suitability for employment. Once they are appointed the tests are no longer required, and as such should be destroyed in accordance with privacy requirements. In Australia our labour laws (Fair Work Act), also prohibit the ongoing retention of these types of test results. Further, the results are a capture in time and if redone would quite likely achieve differing results dependent upon the individual's circumstances, hence negating their value beyond a small timeframe, so why keep them.
Happy to ignite further debate around this
regards
R Kaczynski
Rosemary Kaczynski MRIM, MIIM
PRINCIPAL
Document Management Consultancy
Mobile: +61411513241
www.documentmanagementconsult.com
https://clicktime.symantec.com/a/1/ly6HLDVV04sBMCigVha3cFYEptaQR_xXUrVWkI7uNt8=?d=L1HYdv2Ld6MbW7xw5MAMW7VujBKC00JfCTLQiLqBlPdbij_a1fmRi4IrnKkjsmxrk-eLerIvIHMFfuxJGqmx2hq0GerkYnZs0w5P0vSEujU5KesvSpIMhLrnkrxlaBTR-vhiF8L0zub4qb1oB7t4c9-MQVljy6gpvwM8XUcIEDak68qT0eMzASceEBhfKNNVUe1PdoIccWjX20ften5NpA5lW90E6wE1PnhZb7ApKTzc7HCUE7Wztpqz0FyQRrvoK39YoPCOPYhlPVhgGCAupulPMcnKpp64mYlXND1HqeJDI1FyyJQOjC3pcqZfU_N_oqTxAxxcWp6RcZriGxs3yEPuyez9mEMFIof8jX-XVGYp4cvqQ-7diB95QRcdwOpfhqlHYEHxnp9K21uzSjMmi4a7PEDcdW1PB37qlWGO68N5x0eRb5ipC1hwQs0bIaaDJO7K8I4UWKA%3D&u=https%3A%2F%2Fau.linkedin.com%2Fin%2Frosemary-kaczynski-4526798
-----Original Message-----
From: The Information and Records Management Society mailing list <[log in to unmask]> On Behalf Of Michael Anthony Brittan
Sent: Sunday, 11 November 2018 5:20 PM
To: [log in to unmask]
Subject: Re: [External] Psychometric Assessments - retetention periods
Neil, thanks for taking the time to reply
Just to clarify one point - the test providers are advising we retain assessments for 2 years from the date of the test, not that they (the test providers) retain them. I am slightly skeptical of this retention period given these providers have a commercial interest in keeping this period short.
So, we also manage assessments as part of the employee file however the question I have been asked is why retain assessments used for selection for longer than the industry bodies consider them to be valid and useful?
The risk is that a retained "old" test could be re-visited and used to inform selection / promotion decisions where it is not appropriate or advised to do so. This could be argued to be an access control issue but this would only be the case if the record has been retained for longer than its considered useful for.
If the assessment is used as part of a talent development process i.e. a person is re-tested and the results compared to previous tests then there is a reason to keep the assessment(s) on the employee file - if it's just retained as a record of selection it seems less clear?
Our plan at the moment is to keep the assessment for date of appointment +5.. again any thoughts would be appreciated.
Mike
-----Original Message-----
From: [log in to unmask] <[log in to unmask]>
Sent: Thursday, 8 November, 2018 5:31 PM
To: Michael Anthony Brittan <[log in to unmask]>; [log in to unmask]
Subject: RE: [External] Psychometric Assessments - retetention periods
We would treat them as part of the employee records, and therefore the 6 years after employment ceases rule would apply.
For those providing the tests, keep a record that the test was done and financial/admin info etc., but I'm struggling to see how under GDPR they would have any grounds at all for keeping any personal data. Maybe if they wanted to assess trends as a sort of internal QC, they might keep results in a fully anonymised form.
Neil.
-----Original Message-----
From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of Michael Brittan
Sent: 08 November 2018 12:43
To: [log in to unmask]
Subject: [External] Psychometric Assessments - retetention periods
Hello
It would be helpful if subscribers could share their retention period and authority for psychometric assessments.
The guidance seems to be
- 2 years from those providing the tests (providing/selling)
- 5-10 from industry bodies e.g. British Psychological Society
- 6 years after employment ceases from employers - where the assessment is also used for talent development.
Thanks,
Mike
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