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Records Retention Schedule, Human Resources Records

On this page:

• For whom is this page intended?
• What is the purpose of this retention schedule?
• How should I use this retention schedule?
• Why do we need a retention schedule for HR records?
• How long should I keep my records?
• What help is available?

For whom is this document intended?

This retention schedule is intended for freedom of information practitioners responsible for setting up records management systems in their business areas.

What is the purpose of this retention schedule?

The schedule sets out the minimum amount of time that the University needs to keep HR records. The recommendations it contains have been agreed with the University’s HR department and the University Archivist.

The retention periods set out in this document apply to both paper and electronic information.

How should I use this retention schedule?

This retention schedule can be used in 3 different ways:

• To answer ad hoc queries about what should be done with particular collections of HR documentation eg “What do I do with the application forms from this recruitment exercise?”
• To develop business area retention schedules and recordkeeping procedures for HR record
• To integrate recordkeeping practices into HR processes, both locally and centrally eg if appraisal documentation is to be kept for four years, when you do an appraisal in the fifth year, you can remove and destroy the documentation from five years ago.

Where different types of records are held on one file, sometimes it is not practical to weed individual files.  Where this is the case, the retention period chosen for the file should be the longest retention period specified for any individual record or group of records on the file.  Eg if a line manager’s file contains a member of staff’s application form, leave record and contract, and it is not feasible to weed the file, then the entire file should be destroyed one year after the termination of employment of the member of staff.

It is acceptable to deviate from the recommended retention period in a business area retention schedule, so long as the reason for the non-standard retention period is recorded.

Why do we need a retention schedule for HR records?

A retention schedule promotes consistency by ensuring that we keep the same type of record for the same amount of time no matter where the record is held.  It enables us to dispose confidently of records we no longer need, and ensure the retention of the minimum volume of records consistent with economy and efficiency.  The retention of unnecessary records consumes staff time, space and equipment.  It also incurs liabilities in terms of the need to service information requests made under Data Protection Act 1998 and the Freedom of Information (Scotland) Act 2002.

Retention schedules assist with compliance with these Acts.  The Data Protection Act requires us to keep records for no longer than necessary; we can be sued for retaining unnecessary information if this causes damage to someone.  The s 61 Code of Practice issued by the Scottish Executive under the Freedom of Information (Scotland) Act 2002 specifically requires organisations subject to freedom of information legislation to have retention schedules for all their records.  Although compliance with this Code is not mandatory, it is seen as indicative of whether or not an organisation has complied with the legislation.

How long should I keep my records?

The retention schedule is split into four parts:

• Records held by all university managers - rtf
• Records held by all university managers - pdf

• Records held by HR managers and central HR - rft
• Records held by HR managers and central HR - pdf

• Records held by other specialist areas in the University - rtf
• Records held by other specialist areas in the University - pdf

• Records grouped by function, for records management administrative use - rtf
• Records grouped by function, for records management administrative use - pdf

The numbering in the first three parts of the retention schedule is not consecutive as it reflects the numbering in the analysis underpinning the development of the schedule.  Some items appear in more than one part of the schedule, and the numbering provides a means of showing the connection between these items.

What help is available?

The University Records Management Section provides advice, guidance and training on data protection, records management and freedom of information issues.  Our website contains a wide range of guidance documents on records management topics. If you cannot find the advice you need on our website, we can be contacted at the email address below.

• recordsmanagement@ed.ac.uk.

Page last updated: Thursday January 15 2009