Information type | Keep for | Keep from | Legislation or business reason |
---|---|---|---|
Employment – professional guidance (where case relates to children/vulnerable adults) | 10 years / retirement age of employee (whichever is longer) | Creation | The Children’s Homes National Minimum Standards (published 2011) |
Payroll – employees | 6 years | Termination of contract | Local decision (note that for employees in LGPS, the record will be kept for 13 years and for employees in the Teachers’ Pension Scheme this will be 99 years re: Teachers’ Pension requirement) |
Welfare@work case files | 6 years | Termination of contract | Local business need |
Transfer of undertakings (TUPE) | 6 years | Termination of contract | Local business need |
Training – general | 6 years | Termination of contract | Local business need |
Supervision | 6 years | Termination of contract | Local business need |
Leave – special | 6 years | Termination of contract | Local business need |
Organisational restructures | 6 years | Termination of contract | Local business need |
Employment – professional guidance (not related to children/vulnerable adults) | 6 years | Termination of contract | Local business need |
Training – professional | 6 years | Termination of contract | Local business need |
Probation reports | 6 years | Termination of contract | Local business need |
Leave – parental | 6 years | Termination of contract | Local business need |
Incremental progression justification | 6 years | Termination of contract | Local business need |
Ill health outcome | 6 years | Termination of contract | Local business need |
Grievance | 6 years | Termination of contract | Local business need |
Volunteering agreements | 6 years | Termination of contract | Local business need |
Emergency time off for dependents | 6 years | Termination of contract | Local business need |
Disciplinary – non child protection/safeguarding | 6 years | Termination of contract | Local business need |
Disciplinary – child protection/safeguarding | Indefinitely | Termination of contract | Independent Inquiry into Child Sexual Abuse |
Gifts and hospitality declaration | 6 years | Termination of contract | Local business need |
Conflict of interest declaration | 6 years | Termination of contract | Local business need |
Leave – compassionate | 6 years | Termination of contract | Local business need |
Placement referrals | 6 years | Termination of contract | Local business need |
Career breaks | 6 years | Termination of contract | Local business need |
Capability outcomes | 6 years | Termination of contract | Local business need |
Appraisals | 6 years | Termination of contract | Local business need |
Leave – adoption | 6 years | Termination of contract | Local business need |
Employment funding agreement | 6 years | Termination of contract | Local business need |
Absence review confirmation | 6 years | Termination of contract | Local business need |
Leave – unpaid | 6 years | Termination of contract | Local business need |
Starters – PRISM 1 | 6 years | Termination of contract | |
Job descriptions – person specification | 6 years | Termination of contract | |
Job descriptions | 6 years | Termination of contract | |
Job applications – successful candidates | 6 years | Termination of contract | |
Job application tests – successful candidates | 6 years | Termination of contract | Local business need |
Teaching qualifications | 6 years | Termination of contract | Local business need |
Starters – statement of particulars | 6 years | Termination of contract | Local business need |
Starters – signed copies of travel and subsistence declarations | 6 years | From termination of contract | Local business need |
Starters – signed copies of valid vehicle insurance declarations | 6 years | Termination of contract | Local business need |
Starters – removal and disturbance allowances | 6 years | From termination of contract | Local business need |
Starters – references | 6 years | From termination of contract | Local business need |
Starters – qualification certificates | 6 years | Termination of contract | Local business need – evidence for approved mental health, social workers, occupational therapists, drivers and first aiders |
Starters – PO7 disclosure | 6 years | Termination of contract | Local business need |
Starters – offer letter | 6 years | From termination of contract | Local business need |
Starters – notification of appointment form | 6 years | From termination of appointment | Local business need |
Starters – notifications of appointment | 6 years | Termination of contract | Local business need |
Job advertisements | 6 years | Termination of contract | Local business need |
Job interview scores – successful candidates | 6 years | Termination of contract | Local business need |
Induction | 6 years | Termination of contract | Local business need |
Eligibility to work | 6 years | Termination of contract | Local business need |
Confidentiality agreements | 6 years | Termination of contract | Local business need |
Disclosure and barring clearance | 6 years | Termination of contract | Local business need |
Starters – allowance agreement | 6 years | Termination of contract | Local business need |
Job applications – unsuccessful candidates | 12 months | Creation | Local business need |
Recruitment short-listing – unsuccessful candidates | 12 months | Creation | Local business need |
Recruitment – rejected appointment offers | 12 months | Creation | Local business need |
Job interview scores – unsuccessful candidates | 12 months | Creation | Local business need |
Equal opportunities | 12 months | Creation | Local business need |
Job interviews – candidate feedback | 12 months | Creation | Local business need |
Job applications – unsuccessful candidates | 12 months | Creation | Local business need |
Further guidance on additional information types coming soon.