Records and Data Retention Schedule Staff Records
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1 Records and Data Retention Schedule Staff Records How to use the Schedule A seven column layout provides: - a description for each - the name of the department with responsibility for the management of a - the legal reference where applicable - the retention rule, that is the number of a should be retained in a department before it is destroyed or deleted. For ease of reference this is given in a colour coded box with an additional number where appropriate Retain for up to 3 Retain for Retain for archive, a yes or no answer about whether the should be transferred to King s College London Archives. There is a default assumption that the transfer of a copy should take place on creation but the Notes field also indicates when deferred transfer is appropriate
2 - classification reflects intended dissemination of university information: External - information is intended to reach the widest possible audience Internal - information is intended to reach staff and students Restricted - information is intended for use by a limited group of users Highly restricted information for use by a strictly defined group of users as it deals with issues that are highly confidential or sensitive Record description Responsibility Legal reference 8.1 Purchasing regulations Purchasing Services College Financial s Retention Rule Archive Classification Notes Yes Restricted 8.5 Tender documentation successful supplier tenders Purchasing Services SEE NOTES No Highly restricted Retain for 6 after the the contract Type of Department or Service responsible for the and action Legal or regulatory reason having a bearing on the proposed action The length of time to keep the Whether the should be sent to the College Archives on creation Level of accessibility Additional information on the retention period of the The Schedule will adapt to reflect changes to the university structure and departments, new legal requirements as well as the creation of new s. For further information and to advise of changes in keeping requirements, please contact our s management team s-management@kcl.ac.uk.
3 Contents Major restructuring Policies Industrial relations Staff training and development Job evaluation Staff administration Recruitment Performance Complaints, grievances and disciplinary Staff health surveillance Salary and payments Counselling and support Supervisory Excellence Awards Temporary staff
4 Record Description 1.1 Major restructuring plans, consultation documents, meeting s Responsibility Legal Reference Retention Rule Archive Classification Notes See Notes Restricted Retain locally for 4 then transfer to the College Archives HR policies, codes of practice, forms and procedures 1.2 Includes Dignity at Work Policy, Flexible Working Time Policy, Confidentiality Policy, Retirement Procedure 1.3 Summary of harmonised terms and conditions of employment No Internal Published on the HR website See also Equality and Diversity policies Yes Internal Published on the HR website Industrial relations 1.4 Records of regular trade union liaison meetings and of joint project groups Yes Restricted Staff training and development 1.5 Annual programme of training courses Organisation Development 1 No External 1.6 Records of staff attendance at internal training courses Organisation Development 5 No Restricted
5 Job evaluation 1.7 Job evaluation criteria grading schemes 1.8 Job descriptions and job evaluation reports See Notes No Restricted While scheme is active + 7 See Notes No Restricted Retain Destroy local copies on employment Staff administration 1.9 College personnel files, including: Application form/cv References Letter of appointment Contract of Employment Terms and Conditions Job description and Personal Specification Staff Registration Form Pension opt in/opt out form Probation documents Record of previous service Variation of hours See Notes Yes Highly restricted Retain Transfer paper file to Corporate Records Management Retain information on the HRMS database
6 Extension of contract Promotion, regrading, secondment, etc Letter of resignation or contract Notification of Staff Leaving form 1.10 Departmental personnel files Line manager See Notes No Highly restricted Retain until employment then transfer to HR 1.11 Records of contractual holiday entitlement See Notes No Highly restricted Current year + 1 year 1.12 Records of special leave, i.e. compassionate leave, study leave, etc. See Notes No Highly restricted Retain until employment + 1 year 1.13 Records of statutory leave entitlements, i.e. parental leave or leave taken for dependants See Notes No Highly restricted Retain until Recruitment 1.14 Authorisation to recruit form See Notes Restricted Retain
7 Destroy local copies on employment 1.15 Advert, recruitment agency brief See Notes External Vacancy filled + 6 months 1.16 Unsuccessful application forms and CVs See Notes Restricted Vacancy filled + 6 months 1.17 Successful application form and CV / See Notes Restricted Retain Destroy local copies on employment 1.18 Shortlisting notes, interview notes and test results See Notes Restricted Vacancy filled + 6 months Performance 1.19 Annual appraisal s Line manager 4 No Restricted 1.20 Appraisal summary forms 4 No Restricted
8 Complaints, grievances, disciplinary 1.21 Tribunal case files Limitation Act 1.22 Grievance s Limitation Act See Notes Yes Highly restricted Retain locally until closure of case + 6 then transfer to the College Archives See Notes No Highly restricted Closure of case Capability and disciplinary s Limitation Act See Notes No Highly restricted Closure of case + 6 Staff health surveillance 1.24 Pre-employment health declaration See Notes Yes Highly restricted Retain 1.25 Medical s and details of assessments Occupational Health See Notes No Highly restricted Retain until employment 1.26 Occupational health reports Limitation Act See Notes No Highly restricted Termination of
9 1.27 Sickness s unrelated to industrial injury Limitation Act See Notes No Highly restricted Termination of 1.28 Records of major injuries arising from workplace accidents Limitations Act See Notes No Highly restricted Termination of employment Medical s under the Ionising Radiation (Medical) Exposure s 2000 Appointed doctor Ionising Radiation (Medical Exposure) s 2000 See Notes No Highly restricted Retain until Salary and payments 1.30 Statutory maternity pay calculations, certificates and medical evidence /Finance and Planning See Notes No Highly restricted HR retain until months Finance and Planning retain for 1 year
10 1.31 Statutory sick pay calculations and certificates See Notes No Highly restricted Termination of months 1.32 Salary s including overtime, bonuses, and expenses Finance and Planning 7 No Highly restricted 1.33 Redundancy s calculations, refunds, See Notes Yes Highly restricted Retain Counselling and Support 1.34 Staff case files Diversity and Inclusion No Highly restricted Retain from last action on case + 6 Supervisory Excellence Awards 1.35 Supervisor nominations Graduate School See Notes No Restricted Current year Statements and supporting documents from Schools Graduate School See Notes No Restricted Current year Formal letter confirming award Graduate School See Notes No Restricted Current year + 5 Copy passed to
11 for inclusion on staff file Temporary staff 1.38 Timesheets for temporary staff The Working Time s No Restricted
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