Guidelines for Recommended Minimum Period for Retention
| Type of Data | Suggested retention period | Reason |
|---|---|---|
| Personnel files, including training records and notes of disciplinary and grievance hearings | 6 years from the end of employment | References and potential litigation. |
| Application forms/interview notes | At least 3 months from the date of interview | Time limits on litigation |
| Facts relating to redundancies where fewer than 20 redundancies | 3 years from date of redundancy | Time limits on litigation |
| Facts relating to redundancies where more than 20 redundancies | 12 years from date of redundancies | Limitation Act 1980 |
| Income Tax and NI returns, including correspondence with tax office | At least 3 years after the end of the financial year to which the records relate | Income Tax (Employment) Regulations 1993 |
| Statutory Maternity Pay records and calculations | At least 3 years after the end of the financial year to which the records relate | Statutory Maternity Pay (General) Regulations 1986 |
| Statutory Sick Pay records and calculations | At least 3 years after the end of the financial year to which the records relate | Statutory Sick Pay (General) Regulations 1982 |
| Wages and salary records | 6 years from the year end | Taxes Management Act 1970 |
| Accident books, and records and reports of accidents | 3 years after the date of the last entry | RIDDOR 1985 |
| Health Records | During employment | Management of Health and Safety at Work Regulations |
| Health records where reason for termination of employment is connected with health, including stress related illness | 3 years | Limitation period for personal injury claims |
| Medical Records kept by reason of the Control of Substances Hazardous to Health Regulations 1994 | 40 years | COSHHR 1994 |
| Student records, including academic achievements and conduct | At least 6 years from the date the student leaves the University, in case of limitation for negligence. |
Limitation period for negligence |
This is not an exhaustive list. Medical records are kept for a variety of health and safety reasons and will carry their own retention times.