Recruitment Data Basic file description Statutory Provisions Retention Period Action at the end of the administrative life of the Protection record Issues All records leading up to the Date of appointment of successful candidate DESTROY Yes appointment of a new member of + 6 months staff unsuccessful candidates – All records leading up to the Yes All the relevant information should be added DESTROY to the staff personal file (see above) and all appointment of a new member of other information retained for 6 months staff successful candidate – Pre-employment vetting The school does not have to keep copies of No DBS Update Service information DBS Checks DBS certificates. If the school does so the Employer – copy must NOT be retained for more than 6 June 2014: Keeping months children safe in education. July 2015 (Statutory Guidance from Dept. of Education) Sections 73, 74 Proofs of identity collected as Where possible these should be checked Yes part of the process of checking and a note kept of what was seen and what enhanced DBS disclosure has been checked. If it is felt necessary to “portable” keep copy documentation then this should be placed on the member of staff’s personal file (see above) Pre-employment vetting Yes An employer’s guide to Where possible these documents should be information Evidence proving added to the Staff Personal File (see right to work checks – the right to work in the United above), but if they are kept separately then (Home Office May 2015) Kingdom4 the Home Office requires that the documents are kept for termination of Employment plus not less than two years
Recruitment Basic file description Data Protection Issues Statutory Provisions Retention Period Action at the end of the administrative life of the record All records leading up to the appointment of a new member of staff – unsuccessful candidates Yes Date of appointment of successful candidate + 6 months DESTROY All records leading up to the appointment of a new member of staff – successful candidate Yes All the relevant information should be added to the staff personal file (see above) and all other information retained for 6 months DESTROY Pre-employment vetting information – DBS Checks No DBS Update Service Employer June 2014: Keeping children safe in education. July 2015 (Statutory Guidance from Dept. of Education) Sections 73, 74 The school does not have to keep copies of DBS certificates. If the school does so the copy must NOT be retained for more than 6 months Proofs of identity collected as part of the process of checking “portable” enhanced DBS disclosure Yes Where possible these should be checked and a note kept of what was seen and what has been checked. If it is felt necessary to keep copy documentation then this should be placed on the member of staff’s personal file (see above) Pre-employment vetting information – Evidence proving the right to work in the United Kingdom4 Yes An employer’s guide to right to work checks (Home Office May 2015) Where possible these documents should be added to the Staff Personal File (see above), but if they are kept separately then the Home Office requires that the documents are kept for termination of Employment plus not less than two years