Professional Standards Professional Standards:- Membership, AAC’s, DOCUMENTS RETENTION REASON FOR RETENTION PERIOD & PERIOD COMMENTS General 5 years Any correspondence relating to Fellows, Members Correspondence and Trainees are to be kept electronically for 5 years after membership has ceased. Address changes/Yellow forms should be securely destroyed when updated by a new one. Equal To be kept on As this could be classified as sensitive data only the Opportunities most recent/current copy should be kept. All members’ Form, Curriculum electronic record previous copies to be returned to the member Vitae & indefinitely concerned or securely destroyed. Examination certificates ALL paperwork To be retained for Should be filed in the office for six months for quick relating to 5 years. reference. individual AACs After this time paperwork can be scanned and i.e. job archived and kept for a total of 5 years and then description, securely destroyed. It is the responsibility of the personal employing body to keep a full record of the AAC specification, itself. draft advertisement, written approval from Faculty Advisor, list of Assessors Faculty To be retained Original acceptance and contact information even indefinitely. after retirement; this is for proof of attendance at Assessors’ application forms Equal Opportunities Training. i.e. application form, equal opportunities training qualification. To be scanned onto a CD on an annual basis and General AAC To be retained for paper files securely destroyed within this time correspondence 5 years. period. Membership The default Dates of election are recorded on individual’s Elections and storage limit on records indefinitely. The officers approve all Admissions MessageLabs is 3 elections via email. It therefore can be stored and years. archived on MessageLabs. Nominations This list will be A list of the Faculty medals, awards and prizes and through kept electronically the recipients of these in date order is kept Fellowship and kept electronically and is regularly updated. Committee indefinitely
Professional Standards Professional Standards:- Membership, AAC’s, DOCUMENTS RETENTION PERIOD REASON FOR RETENTION PERIOD & COMMENTS General Correspondence 5 years Any correspondence relating to Fellows, Members and Trainees are to be kept electronically for 5 years after membership has ceased. Address changes/Yellow forms should be securely destroyed when updated by a new one. Equal Opportunities Form, Curriculum Vitae & Examination certificates To be kept on members’ electronic record indefinitely As this could be classified as sensitive data only the most recent/current copy should be kept. All previous copies to be returned to the member concerned or securely destroyed. ALL paperwork relating to individual AACs i.e. job description, personal specification, draft advertisement, written approval from Faculty Advisor, list of Assessors Faculty Assessors’ application forms i.e. application form, equal opportunities training qualification. General AAC correspondence To be retained for 5 years. To be retained indefinitely. To be retained for 5 years. Should be filed in the office for six months for quick reference. After this time paperwork can be scanned and archived and kept for a total of 5 years and then securely destroyed. It is the responsibility of the employing body to keep a full record of the AAC itself. Original acceptance and contact information even after retirement; this is for proof of attendance at Equal Opportunities Training. To be scanned onto a CD on an annual basis and paper files securely destroyed within this time period. Membership Elections and Admissions The default storage limit on MessageLabs is 3 years. Dates of election are recorded on individual’s records indefinitely. The officers approve all elections via email. It therefore can be stored and archived on MessageLabs. Nominations through Fellowship Committee This list will be kept electronically and kept indefinitely A list of the Faculty medals, awards and prizes and the recipients of these in date order is kept electronically and is regularly updated.
faculty-of-public-health-data-protection-procedures-and-guidance-2013-final-under-revision.docx