2.1.5 Proofs of identity Yes Where possible these collected as part of should be checked the process of and a note kept of checking what was seen and what has been “portable” checked. If it is felt enhanced DBS necessary to keep disclosure copy documentation then this should be placed on the member of staff’s personal file 2.1.6 Pre-employment Yes Where possible these vetting information documents should be Evidence proving added to the Staff – the right to work in Personal File [see the United below], but if they are Kingdom4 kept separately then the Home Office requires that the documents are kept for termination of Employment plus not less than two years 2.2 Operational Staff Management Ref Basic file Data Protection Issues Retention Period Action at the end of Annual Review description [Operational] the administrative Completed life of the record Tick (√) 2.2.1 Staff Personal File Yes Termination of SECURE Employment + 6 DISPOSAL 2.2.2 Timesheets Yes Current year + 6 years SECURE DISPOSAL 2.2.3 Annual appraisal/ Yes Current year + 5 years SECURE assessment DISPOSAL records 2.3 Management of Disciplinary and Grievance Processes Ref Basic file Data Protection Issues Retention Period Action at the end of Annual Review description [Operational] the administrative Completed life of the record Tick (√) 2.3.1 Allegation of a Yes Until the person’s SECURE protection nature normal retirement age DISPOSAL against a member or 10 years from the records must of staff including date of the allegation be shredded where the whichever is the longer allegation is then REVIEW. Note unfounded5 allegations that are found to be malicious should be removed from personnel files. If found they are to be kept on the file and a copy provided to the person concerned 2.3.2 Disciplinary Yes Proceedings
2.1.5 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 2.1.6 Pre-employment vetting information – Evidence proving the right to work in the United Kingdom4 Yes Where possible these documents should be added to the Staff Personal File [see below], 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 2.2 Operational Staff Management Ref Basic file description Data Protection Issues Retention Period [Operational] Action at the end of the administrative life of the record Annual Review Completed Tick (√) 2.2.1 Staff Personal File Yes Termination of Employment + 6 SECURE DISPOSAL 2.2.2 Timesheets Yes Current year + 6 years SECURE DISPOSAL 2.2.3 Annual appraisal/ assessment records Yes Current year + 5 years SECURE DISPOSAL 2.3 Management of Disciplinary and Grievance Processes Ref Basic file description Data Protection Issues Retention Period [Operational] Action at the end of the administrative life of the record Annual Review Completed Tick (√) 2.3.1 Allegation of a protection nature against a member of staff including where the allegation is unfounded5 Yes Until the person’s normal retirement age or 10 years from the date of the allegation whichever is the longer then REVIEW. Note allegations that are found to be malicious should be removed from personnel files. If found they are to be kept on the file and a copy provided to the person concerned SECURE DISPOSAL records must be shredded 2.3.2 Disciplinary Proceedings Yes