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Human Resources retention schedule

Version 5.10, adopted June 2021, expires at the end of November 2021. 


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.

HR administration

HR 1.01: Personnel record – summary information

Disposition: Permanent. Transfer to Derbyshire Record Office.

Example(s):

  • name
  • date of birth
  • appointment details

Rationale: Business requirement.

Location: Electronic – SAP data.

HR 1.02: Personal employment and training record (excluding staff covered by sections HR.1.03, 1.09, 1.10, 1.11 following)

Do not destroy until IICSA has given permission. Thereafter:

Disposition: 7 years from end of council employment.

Example(s):

  • personal employee file
  • SAP record
  • learning and development system record

Rationale: Limitations Act 1980.

Note: Personal Employee Record excludes health and safety, DBS forms, and safeguarding information.

Location: Departmental HR officer, Shared Services Centre, SAP, LDS.

HR 1.03: Personal employment and training record of staff who: (a) work with children; (b) work with vulnerable adults; (c) are in high risk groups (road-workers, craft-workers, and landscape staff)

Do not destroy until IICSA has given permission. Thereafter:

Disposition: 25 years from end of council employment.

Example(s):

  • personal employee file

Rationale: Business requirement.

Where records are located on the employee record this retention will be assumed to cover all content with some exceptions (including health and safety, DBS forms, and safeguarding information).

Location: Line manager, Departmental HR officer, SAP, LDS.

HR 1.04: Salary records (retained within business areas)

Disposition: 6 years from end of financial year.

Example(s):

  • wage
  • overtime
  • additional hours payments

Rationale: Statutory

If stored on the Employee Record refer to Section 1.

Location: Line manager.

HR 1.05: Records relating to pension information

Disposition: 6 years from last pension payment.

Example(s):

  • leaver information

Rationale: Business Requirement.

Location: SAP.

HR 1.06: CPRS Records

Disposition: Review in 2021 during SAP system upgrade.

Example(s):

  • personal information

Rationale: Business requirement.

Location: Mainframe legacy vault.

HR 1.07: Payroll records (i.e. SAP record) relating to elected members and external clients other than local authority-maintained schools

Disposition: Destroy 7 years after leaving.

External client examples:

  • academies
  • multi-academy trusts

Record examples:

  • SAP records containing contractual data (excludes transactional paperwork (see HR 1.08))

Rationale: Business requirement.

Location: Electronic - SAP data.

HR 1.08: Transactional documents relating to employees of external clients, schools, academies, pensioners and elected members

Disposition: 6 Years from end of financial year.

Example(s):

  • new starter forms
  • adjustments
  • leavers forms

Rationale: Business requirement.

Location: Shared Services Centre.

HR 1.09: Personal employment and training record of staff under regular health surveillance

Do not destroy until IICSA has given permission. Thereafter:

Disposition: Destroy 40 years from end of council employment.

Example(s):

  • personal employee file
  • SAP record
  • learning and development system record

Rationale: Business requirement.

Note: Personal Employee Record excludes health and safety, DBS forms, and safeguarding information.

Location: Line manager, Departmental HR officer, SAP, LDS.

HR 1.10: Personal employment and training record of staff who may have been exposed to asbestos

Do not destroy until IICSA has given permission. Thereafter:

Disposition: Destroy 40 years from end of council employment.

Example(s):

  • personal employee file
  • SAP record
  • learning and development system record

Rationale: Control of Asbestos Regulations 2012.

Note: Personal Employee Record excludes health and safety, DBS forms, and safeguarding information.

Location: Line manager, departmental HR officer, SAP, LDS.

HR 1.11: Personal employment and training record of staff who may have been exposed to radiation

Do not destroy until IICSA has given permission. Thereafter:

Disposition: Destroy 50 years from end of council employment.

Example(s):

  • personal employee file
  • SAP record
  • learning and development system record

Rationale: Ionising Radiation Regulations 2017.

Note: Personal Employee Record excludes health and safety, DBS forms, and safeguarding information.

Location: Line manager, Departmental HR officer, SAP, LDS.

HR 1.12: Payroll records (i.e. SAP record) relating to employees of local authority-maintained schools

Do not destroy until IICSA has given permission. Thereafter: 25 years from leaving.

Examples: None given.

Rationale: Business requirement.

Storage Location: Electronic - SAP data.

HR casework and employment policies / procedures

HR 2.01: Casework records relating to staff not working with children / vulnerable adults and high risk groups (road-workers, craft-workers, and landscape staff)

Do not destroy until IICSA has given permission. Thereafter:

Disposition: 7 years from end of employment.

Example(s):

  • notes of meetings
  • letters
  • witness statements
  • statements of case

Rationale: Business requirement.

Location: EDRM personnel folders, Shared Services Centre.

HR 2.02: Casework records relating to staff working with children / vulnerable adults and high risk groups (road-workers, craft-workers, and landscape staff)

Do not destroy until IICSA has given permission. Thereafter:

Disposition: 25 years from end of employment.

Example(s):

  • notes of meetings
  • letters
  • witness statements
  • statements of case

Rationale: Business requirement.

Location: EDRM personnel folders, Shared Services Centre.

HR 2.03: Records relating to safeguarding investigations

Do not destroy until IICSA has given permission. Thereafter:

Disposition: Destroy 75 years from closure (see also CS 1.02).

Example(s):

  • notes of meetings

Rationale: Safeguarding regulations.

Location: Safeguarding officers.

HR 2.04: Records relating to the implementation of employment policies / procedures

Disposition: 7 years from closure.

Example(s):

  • code of conduct
  • recruitment and selection
  • redundancy
  • redeployment and protection of earnings

Rationale: Business requirement.

Note: Policy / procedures are retained permanently (see MA 2.3.2).

Location: HR officers.

HR 2.05: Criminal records disclosure – disclosure details

Disposition: 6 months from check.

Example(s):

  • DBS checks

Rationale: DBS Code of Practice.

HR 2.06: Operational staff planning

Disposition: 6 years from closure.

Example(s):

  • rotas
  • skills matrix

Rationale: Business requirement.

For staff rosters in children's homes, see the children's services retention schedule.

Location: Service area.

Leave, absence, working time, travel

HR 3.01: Records relating to annual leave, flexi time, working time, and other leave records

Disposition: 5 years from action completed.

Example(s):

  • annual leave
  • flexitime
  • working time arrangements
  • special leave

Rationale: Business Requirement.

If stored on the employee record, refer to either HR 1.02 or 1.03.

Location: Electronic - SAP data, service areas.

Note: SAP data may be retained until IICSA permits deletion.

HR 3.02: Sickness absence records (retained within business areas)

Disposition: 6 years from end of tax year.

Example(s):

  • collective summary information

Rationale: If stored on the Employee Record refer to Section 1.

Location: Service areas.

HR 3.03: Travel claim records

Disposition: 6 years from date of claim.

Example(s):

  • receipts

Rationale: Financial regulations.

Location: Stored by employee.

If stored on the Employee Record refer to Section 1.

Job evaluation and equal pay

HR 4.01: Single Status appeals

Disposition: 7 years from end of council employment.

Example(s):

  • notes of meetings
  • individual claims

Rationale: Business requirement.

Location: HR officers.

If stored on the Employee Record refer to Section 1.

HR 4.02: Job evaluation – working papers relating to job evaluation exercises for large groups (non-individual specific)

Disposition: Permanent. Transfer to Derbyshire Record Office.

Example(s):

  • correspondence
  • working documents

Rationale: Business requirement.

Location: HR officers.

HR 4.03: Job evaluation – results of job evaluation exercises relating to individual employees

Disposition: 7 years from end of council employment.

Example(s):

  • correspondence
  • working documents

Rationale: Business requirement.

Location: HR officers.

If stored on the Employee Record refer to Section 1.

HR 4.04: Job evaluation summary information

Disposition: Permanently. Transfer to Derbyshire Record Office.

Example(s):

  • summary information

Rationale: Business requirement.

Location: HR officers.

HR 4.05: Equal pay records – relating to individual employees

Disposition: 7 years from end of council employment.

Example(s):

  • chronology
  • COT3
  • risk assessment

Rationale: Business requirement.

Location: HR officers.

Employee and industrial relations

HR 5.01: Corporate and departmental consultations, negotiations, and dispute resolutions

Disposition: 7 years from end of agreement / closure.

Example(s):

  • generic agreements and awards
  • consultations
  • negotiations
  • disputes
  • notes of joint meetings
  • claims logged

Rationale: Business requirement.

Location: HR officers.

HR 5.02: Minor and routine industrial relations and trade union matters

Disposition: 7 years from end of administrative use.

Example(s):

  • day-to-day industrial relations management

Rationale: Business requirement.

Location: Managers, HR officers.

HR 5.03: Employment Tribunal cases

Disposition: 10 years from closure of case.

Example(s):

  • notes of meetings
  • letters
  • witness statements
  • statements of case

Rationale: Business requirement.

If stored on the Employee Record refer to Section 1.

Location: HR officers.

Recruitment

HR 6.01: Appointing an individual to a post – unsuccessful candidates

Disposition: 12 months from end of recruitment process.

Example(s):

  • Advertisements
  • applications
  • references
  • interview / shortlisting notes
  • vetting information

Rationale: Business requirement.

Location: Recruiting manager.

HR 6.02: Appointing an individual to a post – successful candidates

Disposition: Retain as per employee file – see Section 1.

Example(s):

  • advertisements
  • applications
  • references
  • interview / shortlisting notes
  • vetting information

Rationale: Business requirement; Immigration, Asylum and Nationality Act 2006, explained on the government website.

Files should include copy evidence of legal right to work in the UK.

Location: Employee file.

HR 6.03: Preparations for a recruitment process

Disposition: 6 years from end of recruitment.

Example(s):

  • interview questions
  • interview tests

Rationale: Review after 6 years – may be appropriate to retain for future recruitment.

Location: Service areas.

HR 6.04: Work experience and volunteer records

Disposition: 6 years from end of placement.

Example(s):

  • basic personnel data
  • details of placement

Rationale: Business requirement.

Location: Service areas.

HR 6.05: Role profiles and job descriptions

Disposition: Permanent. Transfer to Derbyshire Record Office.

Example(s):

  • role profiles
  • job descriptions

Rationale: Business requirement.

Location: Corporate HR officers.

Performance management

HR 7.01: Managing performance, supervision, and induction

Disposition: 7 years from closure.

Example(s):

  • workforce development plans
  • collective summary information

Rationale: Business requirement.

If stored on the Employee Record refer to Section 1.

Location: Departmental shared drives, EDRM.

Equalities

HR 8.01: Monitoring of staff recruitment and data from ongoing employee equalities monitoring exercises

Disposition: 4 years from action completed.

Example(s):

  • collective summary information

Rationale: Business requirement.

Location: HR officers.

HR 8.02: Developing council equalities and diversity initiatives

Disposition: 6 years from closure.

Example(s):

  • notes of meetings
  • guidance / policies

Rationale: Business requirement.

Location: HR officers.

HR 8.03: Monitoring the workforce in terms of equalities

Disposition: Permanent. Transfer to Derbyshire Record Office.

Example(s):

  • collective summary information

Rationale: Business requirement.

Location: HR officers.

Health and wellbeing

If stored on the Employee Record refer to either HR 1.02 or HR 1.03.

HR 9.01: Managing the occupational health of council employees and the employees of external clients

Disposition: 100 years from date of birth.

Examples:

  • health checks on individuals who have worked with vibrating machinery, or with chemicals

Rationale: Control of Substances Hazardous to Health Regulations 2002, Control of Vibrations at Work Regulations 2005

Business need: Evidence of health at start of employment may take on legal significance later (for example early access to pension under Local Government Pension Scheme rules) so Occupational Health files are retained for 100 years from birth, as an estimated lifespan.

HR 9.02: All other wellbeing records (i.e. not covered elsewhere in Section 9)

Disposition: 7 years from closure.

Example(s):

  • counselling service file

Sickness forms and other routine wellbeing records are stored on the personnel file (see Section 1).

Rationale: Limitations Act 1980.

Training and development

HR 10.01: Administration of routine staff training

Disposition: 7 years from closure.

Example(s):

  • course details
  • training register (if not recorded on Learning and Development System)

Rationale: Business requirement.

Note: Most training records are held in parallel with personal employee record (see Section 1).

Location: Training provider (internal), line managers.