A PDF version of this retention schedule, including full version history, is held in the EDRM Retention Schedules folder.
See an explanation of the 6+ Rule and all other standard disposition codes.
Monitoring and inspection
HS 01.01: Inspecting equipment to ensure it is safe
Retention: 6+
Example(s):
- equipment inspection records
- supplies of personal protective equipment
- personal attack alarms
- work at height equipment (such as ladders)
- lifting equipment
- portable appliances
Rationale: Personal Protective Equipment at Work Regulations, the Work at Height Regulations, the Lifting Operations and Lifting Equipment Regulations.
Location: Shared drives, Red Box H&S File, EDRM (indexed by Unique Property Reference Number or UPRN).
HS 01.02: Carrying out monitoring to ensure processes are safe
Retention: 6+
Example(s):
- workplace health and safety inspections
- temperature control
- quality inspection checklists
Rationale: Common Practice, The Safety Representatives and Safety Committee Regulations.
Location: EDRM (indexed by UPRN) and Red Box H&S file
- if stored on an occupational health file, see HR9.01
- if stored on an individual employee file refer to HR 1.02 to HR 1.11
HS 01.03: Monitoring areas where employees and persons are likely to have come into contact with asbestos
Retention: ACTION+50
Example(s):
- Property asbestos files, permits to work, asbestos surveys
Rationale: The Control of Asbestos Regulations.
Location: EDRM (indexed by UPRN), Red Box asbestos folder.
Employee file (see HR retention schedule).
HS 01.04: Process of monitoring areas where employees and persons are likely to have come in contact with radiation
Retention: ACTION+75
Example(s):
- radon monitoring reports and readings; records relating to other ionising sources
Rationale: The Ionising Radiations Regulations.
Location: EDRM (indexed by UPRN) and Red Box H&S file.
HS 01.05: Monitoring noise and vibration in the workplace
Retention: ACTION+50.
Example(s): Vibration monitoring results.
Rationale: The Control of Vibration At Work Regulations 2005.
Location: EDRM.
If stored on the employee file, see HR retention schedule.
Safety management
HS 02.01: Ensuring safe systems of work
Retention: 6+
Example(s):
- guidance notes
- safe operating procedures
- method statements
- safe systems of work
Rationale: Management of Health and Safety at Work Regulations.
Location: Shared drives; Red Box H&S File; EDRM (indexed by UPRN).
HS 02.02: Managing the safety of a working environment, including assessment of risks (excluding asbestos and radiation)
Retention: 6+
Example(s):
Person-specific and general risk assessments relating to:
- display screen equipment
- manual handling
- noise
- stress
- pregnant employees
- nursing mothers
- employees with disabilities
Rationale: The Display Screen Equipment Regulations, The Manual Handling Operations Regulations, The Control of Noise at Work Regulations, Management of Health and Safety at Work Regulations, Equality Act.
Location: Line managers' personal drives; shared drives; Red Box H&S File; EDRM (indexed by UPRN)
- if stored on an occupational health file, see HS 08
- if stored on an individual employee file refer to HR retention schedule (Section 1)
HS 02.03: Issuing permits to work
Retention: 6+
Example(s):
- all non-asbestos permits to work
Rationale: Common practice
Location: EDRM (indexed by UPRN) and Red Box H&S file
Injuries
HS 03.01: The process that records injuries and incidents to adults
Retention: 6+
Example(s):
- incident report forms (inc accidents and assaults)
- incident investigation documents (for example, reports, photographs, diagrams, witness statements)
Rationale: Common practice.
Location: Line managers' personal drives.
HS 03.02: The process that records injuries to children
Retention: DOB+25
Example(s):
- Incident report forms (inc accidents and assaults)
- Incident investigation documents (for example reports, photographs, diagrams, witness statements)
Rationale: Limitations Act 1980, (Children's Homes Regulations 1991 s.17)
Location: Line managers' personal drives
Risk control
HS 04.01: The process that controls substances hazardous to health (excluding asbestos and sources of radiation)
Retention: 6+
Example(s):
- COSHH Sheet
- COSHH inventory
- Legionella survey and testing records
- Waste disposal records
Rationale:
- The Control of Substances Hazardous to Health regulations
- Legionnaires' disease: the control of legionella bacteria in water systems (L8) ACOP
- Hazardous Waste (England and Wales) Regulations
Location: EDRM (indexed by UPRN) and Red Box H&S file and legionella folder
HS 04.02: Mitigating fire risks
Retention: 6+
Example(s):
Servicing / testing records for:
- emergency lighting
- fire alarms
- fire extinguishers
- fire drill records, daily / weekly / monthly fire check records, fire risk assessments (operational and technical)
Rationale: The Regulatory Reform (Fire Safety) Order.
Location: EDRM (indexed by UPRN) and Red Box fire folder.
For fire drill records in children's homes, see Children's Services retention schedule.
HS 04.03: Management of content of first aid kits
Retention: record<1 (destroy when first aid box ceases to be used).
Example(s):
Rationale: Common practice.
Location: In first aid box to which it relates.