University | Records Management Service

Records retention schedule: human resources

Introduction | 1. Structure & management | 2. Financial resources | 3. Human resources
4. Physical resources | 5. Student administration & support | 6. Information services
7. Learning & teaching | 8. Research & development | 9. External relations

In human resources: Workforce recruitment | Employment and employee relations | Health and safety | Staff training and development

Click on the record series title to view the full retention details for each record type. Please note that clicking on one of the links below will open a separate window.

Workforce recruitment

Record series	Summary retention policy
Unsuccessful job applications and related interview documentation	Completion of appointment + 6 months

Employment and employee relations

Record series	Summary retention policy
Casual worker appointment documentation	Termination of appointment + 6 years
Confirmation of assignment documentation	Completion of assignment + 6 years
Consultancy appointment documentation	Completion of appointment + 6 years
Contract requests relating to confirmation of engagement	End of the current financial year + 1 year
Staff files	Weed at termination of employment to remove all transient material of no lasting value and retain weeded files for 25 years
Student employment documentation (JobLink)	End of the current academic year + 6 years

Health and safety

Record series	Summary retention policy
Accident, incident, occupational ill-health and hazard report forms	Weed 4 years after date of report to remove material of no long-term value and retain for 36 years
Occupational health surveillance records	Last entry + 40 years
Occupational safety & health training documentation	Completion of training + 3 years
Safety, health and environment newsletters	Permanent retention
University safety manual	Permanent retention (5 yearly 'snapshot')

Staff training and development

Record series	Summary retention policy
Applications for financial assistance for CPD courses	End of the current financial year + 1 year
Initial professional development programme handbooks	Permanent retention
Staff Development Unit appraisal forms (section C)	End of the current academic year + 1 year
Staff Development Unit evaluation forms	Completion of course + 3 months
Staff Development Unit newsletter	Permanent retention

University | Records Management Service