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.
Introduction
It is important to make consistent choices about how and where to retain documents. Employees are expected to work electronically wherever possible, using approved record-keeping systems for case-specific records (for example, Recruit for recruitment), the EDRM for other records, and Teams sites for collaborative work.
HR administration
HR 01.01: Number not used
Formerly: Personnel record, summary information.
HR 01.02: Personal employment and training record (excluding staff covered by HR.1.03, 1.09, 1.10, 1.11)
Disposition: CASE+6 (closure point: one year from end of employment).
Example(s): Personal employee file, SAP record including leave and working time, Derbyshire Learning Online (learning and development system) record, Performance Development Review, one-to-one discussions and supervision notes, sickness absence documents, travel expenses.
Rationale: Limitation Act 1980.
Excludes health and safety, DBS forms, and safeguarding information. Where the trainee is non-DCC staff, D<1.
Location: EDRM HR Files, SAP, Derbyshire Learning Online, SharePoint/Power Apps
HR 01.03: Personal employment and training record of staff who: (a) work with children (includes all local authority-maintained school employees); (b) work with vulnerable adults; (c) are in high risk groups (road-workers, craft-workers, and landscape staff)
Disposition: CASE+25 (closure point: end of employment)
Example(s): See HR 01.02
Rationale: Business requirement
Excludes health and safety, DBS forms, and Safeguarding information.
Location: EDRM HR Files, SAP, Derbyshire Learning Online, SharePoint/Power Apps.
HR 01.04: Salary records
Disposition: 6+
Example(s): Wage; overtime; additional hours payments
Rationale: Taxes Management Act 1970 (Section 103)
Location: SAP
HR 01.05: Derbyshire Pension Fund payroll
Disposition: CASE+6 (closure point: final pension payment)
Example(s): Leaver Information
Rationale: Business requirement
Location: SAP
HR 01.06: CPRS Records
Disposition: Manage legacy records in accordance with this retention schedule
Example(s): Personal information
Rationale: Business requirement
Location: Mainframe legacy vault
HR 01.07: Payroll records (i.e. SAP record) relating to elected members and external clients other than local authority-maintained schools
Disposition: CASE+6 (closure point: one year from end of service)
Examples: SAP records containing contractual data for external payroll clients including academies and multi-academy trusts. Excludes transactional paperwork (see HR 01.08)
Rationale: Business requirement
Location: Electronic - SAP data
HR 01.08: Transactional documents relating to employees of external clients, schools, academies, pensioners and elected members
Disposition: 6+
Example(s): New starter forms, adjustments, leavers forms
Rationale: Business requirement
Location: HR Services
HR 01.09: Personal employment and training record of staff under regular health surveillance
Disposition: DOB+100
Example(s): See HR 01.02
Rationale: Business requirement
Note: Where date of birth is unknown, or record is held in SAP, destroy 40 years from last use
Location: EDRM HR Files, SAP, Derbyshire Learning Online
HR 01.10: Personal employment and training record of staff who may have been exposed to asbestos
Disposition: DOB+100
Example(s): See HR 01.02
Rationale: Control of Asbestos Regulations 2012.
Note: Where date of birth is unknown, or record is held in SAP, destroy 40 years from last use
Location: Line manager, departmental HR officer, SAP, Derbyshire Learning Online
HR 01.11: Personal employment and training record of staff who may have been exposed to radiation
Disposition: ACTION+50
Example(s): See HR 01.02
Rationale: Ionising Radiation Regulations 2017.
Location: EDRM HR Files, SAP, Derbyshire Learning Online
HR 01.12: Number not used
Formerly: payroll records relating to employees of local authority-maintained schools - see HR 01.03.
HR casework and employment policies / procedures
HR 02.01: Casework records relating to staff not working with children/vulnerable adults and high-risk groups (road-workers, craft-workers, and landscape staff)
Disposition: CASE+6 (closure point: end of employment)
Example(s): Notes of meetings; letters; Witness Statements; Statements of Case, Employment Tribunal records.
Rationale: Business requirement
Location: EDRM personnel folders, HR Services
HR 02.02: Casework records relating to staff working with children/vulnerable adults and high-risk groups (road-workers, craft-workers, and landscape staff)
Disposition: CASE+25 (closure point: end of employment)
Example(s): Notes of meetings; letters; Witness Statements; Statements of Case, Employment Tribunal records
Rationale: Business requirement
Location: EDRM personnel folders, HR Services
HR 02.03: Records relating to safeguarding investigations
Disposition: ACTION+75 (see also CHILD 1.02).
Example(s): Notes of meetings, Employment Tribunal records
Rationale: Safeguarding regulations
Location: EDRM HR files.
HR 02.04: Records relating to the implementation of employment policies/procedures
Disposition: 6+
Example(s): Consultation/approval records relating to code of conduct revisions; recruitment and selection; redundancy, redeployment and protection of earnings
Rationale: Business requirement
Note: Policy/procedures are retained permanently (see MAR 03.02)
Location: EDRM
HR 02.05: Criminal records disclosure – disclosure details
Disposition: D<1 (destroy 6 months from check)
Example(s): DBS checks
Rationale: DBS code of practice
HR 02.06: Operational staff planning
Disposition: 6+
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
Section 3: Number not used
Job Evaluation and Equal Pay
HR 04.01: Number not used
Formerly: Single Status appeals, see HR 04.02
HR 04.02: Job evaluation process
Disposition: PERM
Example(s): Correspondence, analysis of evidence, consultation with stakeholders, Single Status reviews, revised job description and person profile
Rationale: Business requirement
Location: Held by pay and reward team
HR 04.03: Number not used
HR 04.04: Number not used - see HR 04.05
HR 04.05: Equal pay records – relating to individual employees
Disposition: CASE+6 (closure point: end of employment)
Example(s): Chronology; Risk Assessment
Rationale: Business requirement
Location: Held by pay and reward team
Employee and Industrial Relations
HR 05.01: Corporate and departmental consultations, negotiations, and dispute resolutions
Disposition: ACTION+15
Example(s): Generic agreements and awards, consultations, negotiations, disputes, notes of joint meetings, claims logged
Rationale: Business requirement
Location: EDRM
HR 05.02: Minor and routine industrial relations and trade union matters
Disposition: ACTION+15
Example(s): Day-to-day industrial relations management
Rationale: Business requirement
Location: EDRM
HR 05.03: Number not used
Recruitment
HR 06.01: appointing an individual to a post – unsuccessful candidates
Disposition: D<1 (destroy 12 months from end of recruitment process)
Example(s): Advertisements, applications, references, interview/shortlisting notes, vetting information, job description and person profile.
Rationale: Business requirement
Location: Recruiting manager
HR 06.02: 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, job description and person profile
Rationale: Compliance requirement; Immigration, Asylum and Nationality Act 2006, See "Employer's guide to right to work checks", published by the government on GOV.UK.
Location: Employee file
HR 06.03: Preparations for a recruitment process
Disposition: 6+
Example(s): Interview questions, role-based succession planning documents
Interview tests
Rationale: Business requirement. Note: Review after 6 years – may be appropriate to retain for future recruitments
Location: Service areas
HR 06.04: Work experience and volunteer records
Disposition: 6+
Example(s): Basic personnel data, details of placement
Rationale: Business requirement
Location: Central register of work experience placements; Volunteer records in service areas
HR 06.05: Number not used. Formerly: Person profiles, job descriptions (see HR06.01-2, HR 04.02).
Section 7: Number not used
Formerly Workforce management. See MAR 06.01
Equalities
HR 08.01: Monitoring of staff recruitment and data from ongoing employee equalities monitoring exercises
Disposition: Retain in line with associated records, for example, report on workforce diversity submitted to an operational meeting should be retained according to MAR 01.02
HR 08.02: Number not used
Formerly: Developing council equalities and diversity initiatives. See MAR 03.07
HR 08.03: Number not used
Formerly: Monitoring the workforce in terms of equalities. See POL 01.01
Health and wellbeing
Attendance management and sickness are recorded in the HR files employee record (see section1).
HR 09.01: managing the occupational health of council employees and the employees of external clients
Disposition: DOB+100
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.
Location: Offsite storage, offices, eOPAS case management system.
HR 09.02: Other wellbeing services
Disposition: 6+
Example(s): Counselling service file.
Rationale: Limitation Act 1980.
Location: EDRM
Training and development
HR 10.01: Content of routine staff training courses
Disposition: CASE+25 (closure point: permanent withdrawal of course materials)
Example(s): Course content including text and images
Rationale: Business requirement
Note: Individual employees' training records are held in parallel with their personal employee records (see section 1)
Location: Derbyshire Learning Online