Personnel/human resources records 6 years after individual leaves service, The 6 year retention period is See note 1 –major (eg personal files, letters of appointment, at which time a summary of the file to take into account any ET contracts, references and related must be kept until the 70th claims, or EL claims that may individual’s correspondence, registration authority forms, birthday Summary to be retained until arise after the employee training records, equal opportunity monitoring 70th birthday or until 6 leaves NHS employment, individual’s forms (if retained)) NB Includes locum years after cessation of employment if requests for information from doctors aged over 70 years at the time. The the NHS pensions agency summary should contain everything etc. Claims of this nature can except attendance books, annual include periods of up to 6 leave records, duty rosters, clock years or more prior to the cards, timesheets, study leave claim and where evidence applications, training plans could be needed from a number of sources, it is appropriate to retain as much as possible from the original file. TYPE/SUBTYPE OF RECORD MINIMUM RETENTION PERIOD DERIVATION FINAL ACTION Personnel/human resources records minor 2 years after the year to which they Destroy under confidential – (eg attendance books, annual leave records, relate conditions duty rosters (i.e. duty rosters held on the record not the organisation or individual’s departmental rosters), clock cards, timesheets (relating to individual staff members)) NB Includes locum doctors Staff car parking permits 3 years Destroy under confidential conditions Study leave applications 5 years Destroy under confidential conditions
Personnel/human resources records –major (eg personal files, letters of appointment, contracts, references and related correspondence, registration authority forms, training records, equal opportunity monitoring forms (if retained)) NB Includes locum doctors 6 years after individual leaves service, at which time a summary of the file must be kept until the individual’s 70th birthday Summary to be retained until individual’s 70th birthday or until 6 years after cessation of employment if aged over 70 years at the time. The summary should contain everything except attendance books, annual leave records, duty rosters, clock cards, timesheets, study leave applications, training plans The 6 year retention period is to take into account any ET claims, or EL claims that may arise after the employee leaves NHS employment, requests for information from the NHS pensions agency etc. Claims of this nature can include periods of up to 6 years or more prior to the claim and where evidence could be needed from a number of sources, it is appropriate to retain as much as possible from the original file. See note 1 TYPE/SUBTYPE OF RECORD MINIMUM RETENTION PERIOD DERIVATION FINAL ACTION Personnel/human resources records – minor (eg attendance books, annual leave records, duty rosters (i.e. duty rosters held on the individual’s record not the organisation or departmental rosters), clock cards, timesheets (relating to individual staff members)) NB Includes locum doctors 2 years after the year to which they relate Destroy under confidential conditions Staff car parking permits 3 years Destroy under confidential conditions Study leave applications 5 years Destroy under confidential conditions