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 below)
Disposition: CASE+6 (closure point: one year from end of employment).
Example(s): Personal employee file, SAP record, Derbyshire Learning Online (learning and development system) record, Performance Development Review, one-to-one discussions and supervision notes.
Rationale: Limitation Act 1980.
Note: Personal employee record excludes health and safety, DBS forms, and safeguarding information.
Location: EDRM HR Files, SAP, Derbyshire Learning Online.
HR 01.03: 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)
Disposition: CASE+25 (closure point: end of employment)
Example(s): See HR 1.02
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: EDRM HR Files, SAP, Derbyshire Learning Online
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: Review in 2024 during SAP system upgrade
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 employment)
External client examples: academies, multi-academy trusts
Examples: SAP records containing contractual data. Excludes transactional paperwork (see HR 1.08)
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 1.02
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 1.02
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 1.02
Rationale: Ionising Radiation Regulations 2017.
Location: EDRM HR Files, SAP, Derbyshire Learning Online
HR 01.12: Payroll records (i.e. SAP record) relating to employees of local authority-maintained schools
Disposition: CASE+25 (closure point: end of employment)
Examples: none given
Rationale: Business requirement
Storage Location: Electronic - SAP data
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
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
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
Rationale: Safeguarding regulations
Location: Safeguarding officers
HR 02.04: Records relating to the implementation of employment policies/procedures
Disposition: 6+
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 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
Leave, absence, working time, travel
HR 03.01: Records relating to annual leave, flexi time, working time and other leave records
Disposition: 6+
Example(s): Annual leave, flexitime, working time arrangements, special leave
Rationale: Business requirement
If stored on the employee record refer to either HR 01.02 or 01.03
Location: Electronic - SAP data, service areas
HR 03.02: Sickness absence records (retained within business areas)
Disposition: 6+
Example(s): Collective summary information
Rationale: If stored on the employee record refer to section 1.
Location: Service areas
HR 03.03: Travel claim records
Disposition: 6+
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 04.01: Single status appeals
Disposition: Store on employee record (see section 1)
HR 04.02: Job evaluation – employee groups
Disposition: PERM
Example(s): Correspondence, analysis of evidence gathered, consultation with stakeholders
Rationale: Business requirement
Location: Held by pay and reward team
HR 04.03: Job evaluation – individual employees
Disposition: CASE+6 (closure point: end of employment)
Example(s): Correspondence
Rationale: Business requirement.
Location: Held by pay and reward team
If stored on the employee record refer to section 1
HR 04.04: Job evaluation – summary information
Disposition: PERM
Example(s): Summary information
Rationale: Business Requirement
Location: Held by pay and reward team
HR 04.05: Equal pay records – relating to individual employees
Disposition: CASE+6 (closure point: end of employment)
Example(s): Chronology; COT3; 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: 6+
Example(s): Generic agreements and awards, consultations, negotiations, disputes, notes of joint meetings, claims logged
Rationale: Business requirement
Location: Held by advice and support team
HR 05.02: Minor and routine industrial relations and trade union matters
Disposition: 6+
Example(s): Day-to-day industrial relations management
Rationale: Business requirement
Location: Held by advice and support team
HR 05.03: Employment tribunal cases
Disposition: ACTION+15
Example(s): Notes of meetings; letters; witness statements; statements of case
Rationale: Business requirement
If stored on the employee record refer to Section 1
Where case relates to staff working with children or vulnerable adults, as well as staff working in high risk groups or safeguarding, refer to HR 02.02 and HR 02.03
Location: Held by advice and support team
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
Rationale: Business requirement
Location: Recruiting manager
Note: People conducting job interviews should avoid recording special category data within interview notes (for example, references to health conditions, ethnic origins etc).
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
Rationale: Compliance requirement; Immigration, Asylum and Nationality Act 2006, explained at employ someone: step by step on gov.uk
Files should include copy evidence of legal right to work in the 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: Role profiles and job descriptions
Disposition: PERM
Example(s): Role profiles, job descriptions
Rationale: Business requirement
Location: Held by policy and wellbeing development team
Workforce management
HR 07.01: Number not used
Formerly: Managing team performance. See MAR 06.01
Equalities
HR 08.01: Monitoring of staff recruitment and data from ongoing employee equalities monitoring exercises
Disposition: PERM
Example(s): Collective summary information (equality, diversity and inclusion data). Excludes personal identifiers (see HR 06.01)
Rationale: Business requirement
Location: Recruitment system
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
If stored on the employee record refer to either HR 01.02 or 01.03
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.
HR 09.02: All other wellbeing records (i.e. not covered elsewhere in section 9)
Disposition: 6+
Example(s): Counselling service file, sickness forms and other routine wellbeing records are stored on the personnel file (see section 1)
Rationale: Limitation Act 1980.
Training and development
HR 10.01: Administration of routine staff training
Disposition: 6+
Example(s): Course details; training register (if not recorded on Derbyshire Learning Online)
Rationale: Business requirement
Note: Most training records are held in parallel with personal employee record (see section 1)
Location: Line managers