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Heath and safety retention schedule

Version 9, adopted June 2022, expires end March 2024.


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.

HS 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 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 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 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 05: 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 06: 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 07: 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

HS 08: Number not used

Formerly referred to Occupational Health (see HR 9.01-02)

HS 09: 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 10: 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

HS 11: 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 12: Number not used

Formerly related to recording the initial construction of a building. See retention schedules for Corporate Property and Place for retention periods applicable to construction of buildings and other structures.

HS 13: Number not used

Formerly referred to the process of displaying evidence of health and safety compliance in council buildings.

HS 14: Number not used

Formerly referred to the process of displaying evidence of insurance status.

HS 15: 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 16: Management of content of first aid kits

Retention: record<1 (destroy when first aid box ceases to be used).

Example(s):

  • log sheet

Rationale: Common practice.

Location: In first aid box to which it relates.

HS 17: 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.