APPOINTMENT OF STATUTORY OFFICERS HR5 The selection of an individual for a statutory position i.e. Head of Paid Service Monitoring Officer Section 151 Officer Vacancies and application records Interview notes Prospective staff records Registers of applicants Unsuccessful applications Appointment + 2 years Secure disposal In case of any discrimination challenge. Politically restricted posts Yes HR6 HR Information spreadsheet that allows the monitoring of statutory appointments in summary form Head of Paid Service Section 151 Officer Monitoring Officer Permanent Secure disposal For statistical/ historic purposes Yes MANAGEMENT INFORMATION HR7 Statistical reports run from the HR system stored in electronic form Establishment information including all permanent, fixed term, temporary and casual workers (employed directly with the Council) Salary information Absence summaries Current year + 3 years Secure disposal For statistical purposes, reporting and planning. Yes HR8 Survey responses - Office for National Quarterly Public Sector Current year + 2 years. Secure disposal Advice of ONS – to compare with Yes
Statistics & Local Government Survey. Paper copies held in secure files Employment Survey Business Register & Employment Survey Annual Survey of Hours & Earnings LGA Workforce Survey previous periods PERSONNEL ADMINISTRATION HR9 Personnel Records - personal information in connection with employment Personal details form Next of kin details Bank details Copies of qualification certificates (as part of application process) Job descriptions References General correspondence DBS checks Copies of ID Interview questions and responses End of employment with SDC Secure disposal For reference during employment, but not needed upon leaving. Yes HR10 Personnel Records: information collected and required for engagement in role Application form Alteration forms Contracts of Employment Corporate Change Programme correspondence Documents relating to Date of leaving + 6 years, except in as detailed in HR12 Secure disposal (contains a 6 year time limit for starting many legal proceedings). Yes
Excelsis record automatically deleted after 5 years 1 year HR17 Leave and attendance Jury service Study leave Special and personal leave Flexitime sheets Annual Leave Current year + 2 years Secure disposal To ensure holiday and time keeping records are accurate and any issues are resolved Yes HR18a HR18b Maternity/paternity/ shared parental leave Ordinary parental leave Maternity documentation Paternity documentation Shared parental leave documentation Ordinary parental leave documentation End of the tax year in which the maternity/ paternity/SPL pay period ends + 3 years 18 years from the birth of child Secure disposal Secure disposal Yes Yes HR19 Register of gifts and hospitality Individual declarations of gifts/hospitality offered Summary information on spreadsheet Current year + 5 years Secure disposal Yes HR20 Register of Resourcelink Users Log of Resourcelink Operators User Access Forms Paper copies held in Audit File in secure cabinet Period of employment + 2 years Secure disposal As advised by internal auditors Yes
they reach the age of 21) HR25 Record of Asbestos Exposure Report HR Notification Date of the incident + 40 years Secure disposal Yes HR26 Occupational Health Records Occupational Health Report Occupational Health Referral document Ill Health/Capability reports Medical Certification and FIT notes where related to Occupational Health referral Adjustments to work place Until employee is 75 years old Secure disposal Occupational health records may be crucial in legal proceedings, which can take place years after the employee has left the company. Health and safety legislation emphasises the importance of retaining OH records for as long as possible Yes EMPLOYEE & INDUSTRIAL RELATIONS HR27 Identification and development of significant industrial matters Generic agreements and awards Negotiations Disputes Permanent. N/A For historic record keeping/audit purposes No
Opportunities cases HR30 Disciplinary warnings involving children Correspondence Employees as in HR12 Permanent N/A To deal with allegations relating to contact with children Yes HR31 Informal letters of concern to employees Correspondence between HR/manager and employee Retain in separate file Date of letter + 3 months Secure disposal To keep limited record of employee’s past history, to ensure fairness and consistency of rules Yes PENSION INFORMATION HR32 Records relating to membership of LGPS Pension Starter Forms Pension Leaver Forms Retirement correspondence Con-change form (notification of variation of hours or name) Opt out forms 50/50 membership Permanent N/A requirement Yes