Retention and disposal schedules Human resources retention schedule

Published: 14 January 2025

Casework

Absence monitoring - Bracknell Forest Council

  • Description: Records relating to the monitoring of absence for council staff
  • Retention period: 3 years from date created and then review
  • Action: Transfer to personnel file and keep for 7 years from end of employment
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Absence monitoring - Schools

  • Description: Records relating to the monitoring of absence for schools staff
  • Retention period: 3 years from date created and then review
  • Action: Review
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Performance and capability - Bracknell Forest Council

  • Description: Records relating to the performance and capability of council staff
  • Retention period: 3 years from date created and then review
  • Action: Transfer to personnel file and keep for 7 years from end of employment
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Performance and capability - Schools

  • Description: Records relating to the performance and capability of schools staff
  • Retention period: 7 years from end of employment
  • Action: Review
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Disciplinary - Bracknell Forest Council

  • Description: Records relating to disciplinary action resulting in dismissal of council staff
  • Retention period: 3 years from date created and then review
  • Action: Transfer to personnel file and keep for 7 years from end of employment
  • Reasoning: Limitation Act 1980 (section 2)
  • Personal data: Yes
  • Special category data: Yes

Disciplinary - Schools

  • Description: Records relating to disciplinary action resulting in dismissal of schools staff
  • Retention period: 7 years from end of employment (in case of safeguarding or child protection retain for 75 years)
  • Action: Review
  • Reasoning: Limitation Act 1980 (section 2)
  • Personal data: Yes
  • Special category data: Yes

Disclosure of interest

  • Description: Records relating to interests disclosed
  • Retention period: 3 years from date created and then review
  • Action: Transfer to personnel file and keep for 7 years from end of employment
  • Reasoning: Local Government Act 1972
  • Personal data: Yes
  • Special category data: Yes

Employment tribunal

  • Description: Records relating to employment tribunals
  • Retention period: 3 years from date created and then review
  • Action: Transfer to personnel file and keep for 7 years from end of employment
  • Reasoning: 
  • Personal data: Yes
  • Special category data: Yes

Leavers and exit interviews

  • Description: Records related to questionnaires and interview documentation for leavers
  • Retention period: 3 years from date created and then review
  • Action: Transfer to personnel file and keep for 7 years from end of employment
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Grievances

  • Description: Records related to grievances raised by council staff
  • Retention period: 3 years from date created and then review
  • Action: Transfer to personnel file and keep for 7 years from end of employment
  • Reasoning: Limitation Act 1980 (section 2)
  • Personal data: Yes
  • Special category data: Yes

Job evaluation

  • Description: Records relating to the job evaluation process
  • Retention period: 7 years after date last modified
  • Action: Delete or destroy
  • Reasoning: Business requirement
  • Personal data: No
  • Special category data: No

Maternity, paternity and adoption leave

  • Description: Records relating to parental leave and pay
  • Retention period: 3 years from date created and then review
  • Action: Transfer to personnel file and keep for 7 years from end of employment
  • Reasoning: HMRC - Compliance Handbook Manual CH15400
  • Personal data: Yes
  • Special category data: Yes

Medical and risk assessments

  • Description: Records relating to medical certificates and risk assessments
  • Retention period: 3 years from date created and then review
  • Action: Transfer to personnel file and keep for 7 years from end of employment
  • Reasoning: OSGG Regs 1994, Employment Records Code Part 4
  • Personal data: Yes
  • Special category data: Yes

Restructures and redundancy

  • Description: Records relating to departmental restructures and redundancies
  • Retention period: 6 years after last modified
  • Action: Delete or destroy (individual information should be extracted and transferred to personnel file)
  • Reasoning: Limitation Act 1980 (section 2)
  • Personal data: Yes
  • Special category data: Yes

Safeguarding

  • Description: Records relating to the safeguarding of children
  • Retention period: 75 years from closure of case
  • Action: Delete or destroy
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Settlement agreements (COT3)

  • Description: Records relating to settlement agreements
  • Retention period: 3 years from date created and then review
  • Action: Transfer to personnel file and keep for 7 years from end of employment
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

TUPE

  • Description: Records relating to TUPE arrangements and procedures
  • Retention period: 7 years after date last modified
  • Action: Delete or destroy (individual information should be extracted and transferred to personnel file)
  • Reasoning: Transfer of Undertakings (Protection of Employment) Regulations 2006
  • Personal data: Yes
  • Special category data: Yes

Flexible working

  • Description: Records relating to advice and casework around flexible working
  • Retention period: 3 years from date created and then review
  • Action: Transfer to personnel file and keep for 7 years from end of employment
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: No

Probations

  • Description: Records relating to advice and casework around probations
  • Retention period: 3 years from date created and then review
  • Action: Transfer to personnel file and keep for 7 years from end of employment
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: No

Redeployment

  • Description: Records relating to advice and casework around redeployment
  • Retention period: 3 years from date created and then review
  • Action: Transfer to personnel file and keep for 7 years from end of employment
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Whistleblowing

  • Description: Records relating to advice and casework around whistleblowing
  • Retention period: 6 years after last modified
  • Action: Delete or destroy
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Potential issues

  • Description: Records relating to advice and casework around potential issues raised by staff
  • Retention period: 3 years from date created and then review
  • Action: Transfer to personnel file and keep for 7 years from end of employment
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Employee relations

Staff surveys

  • Description: Records relating to analysis and reports of staff surveys
  • Retention period: 6 years after last modified
  • Action: Review
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Trade union liaison

  • Description: Records relating to communications with trade unions
  • Retention period: 6 years after last modified
  • Action: Review
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Strike action

  • Description: Records relating to communications on industrial action
  • Retention period: 6 years after last modified
  • Action: Review
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Recruitment

Advertising

  • Description: Records relating to the advertising of jobs
  • Retention period: 1 year after last modified
  • Action: Review
  • Reasoning: Business requirement
  • Personal data: No
  • Special category data: No

Agency

  • Description: Records relating to the recruitment of agency staff
  • Retention period: 6 years after last modified
  • Action: Review
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Job descriptions and person specifications

  • Description: Records relating to job descriptions and person specifications for all departments (templates only)
  • Retention period: Keep permanently
  • Action: Retain
  • Reasoning: Equality Act 2010
  • Personal data: No
  • Special category data: No

Job details and applicants

  • Description: Records relating to current jobs being advertised
  • Retention period: 3 years after last modified
  • Action: Review
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Migrant workers

  • Description: Records relating to the recruitment of migrant workers
  • Retention period: 6 years after last modified
  • Action: Review
  • Reasoning: Right to Work Checks (Home Office)
  • Personal data: Yes
  • Special category data: Yes

Monitoring

  • Description: Records relating to statistics around recruitment
  • Retention period: 6 years after last modified
  • Action: Delete or destroy
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Pre-employment checks

  • Description: Records relating to all checks undertaken before employment
  • Retention period: 7 years from employment terminated
  • Action: Delete or destroy
  • Reasoning: Right to Work Checks (Home Office)
  • Personal data: Yes
  • Special category data: Yes

Probation

  • Description: Records relating to the probation process
  • Retention period: 1 year after last modified
  • Action: Review
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Recruitment initiatives and events

  • Description: Records relating to recruitment events
  • Retention period: 6 years after last modified
  • Action: Delete or destroy
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: No

Recruitment process

  • Description: Records relating to recruitment process
  • Retention period: 6 years after last modified
  • Action: Review
  • Reasoning: Business requirement
  • Personal data: No
  • Special category data: No

Relocation and mortgage subsidy

  • Description: Records relating to staff receiving these subsidies
  • Retention period: 7 years from employment terminated
  • Action: Delete or destroy
  • Reasoning: The Income Tax (Employment) Regulations 1993
  • Personal data: Yes
  • Special category data: No

Secondment

  • Description: Records relating to the secondment of staff
  • Retention period: 7 years from employment terminated
  • Action: Delete or destroy
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: No

Volunteer information

  • Description: Records relating to the recruitment of volunteers
  • Retention period: 7 years from employment terminated
  • Action: Delete or destroy
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Schools recruitment

  • Description: Records relating to communications on industrial action
  • Retention period: 6 years after last modified
  • Action: Review
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Step up

  • Description: Step up to social work scheme
  • Retention period: 6 years after last modified
  • Action: Review
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Apprenticeships

  • Description: Records relating to apprenticeship recruitment
  • Retention period: 6 years after last modified
  • Action: Review
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Job descriptions – managers

Unsuccessful applicants

  • Description: Records relating to job applicants that were not hired
  • Retention period: 6 months after date last modified
  • Action: Delete or destroy
  • Reasoning: Equality Act 2010
  • Personal data: Yes
  • Special category data: Yes

Organisational development

Apprenticeships

  • Description: Records relating to apprenticeships
  • Retention period: 6 years after last modified
  • Action: Delete or destroy
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Organisational development initiatives

  • Description: Records relating to organisational development initiatives
  • Retention period: 6 years after last modified
  • Action: Delete or destroy
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Placements - trainees

  • Description: Records relating to trainees
  • Retention period: 6 years after last modified
  • Action: Transfer to personnel file and keep for 7 years from end of employment
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Training resources

  • Description: Resources used by learning and development
  • Retention period: 6 years after last modified
  • Action: Delete or destroy
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Learning and development

  • Retention period: 6 years after last modified
  • Action: Delete or destroy
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Reporting and data

Management reporting

  • Description: Records relating to management information
  • Retention period: 6 years after last modified
  • Action: Delete or destroy
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Regular reporting (equalities)

  • Description: Records relating to regular reports run by human resources (HR)
  • Retention period: 6 years after last modified
  • Action: Delete or destroy
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Statutory reporting

  • Description: Records relating to statutory reports run by HR
  • Retention period: 6 years after last modified
  • Action: Delete or destroy
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Strategic plans and presentations

  • Description: Records relating to workforce plans and presentations
  • Retention period: 6 years after last modified
  • Action: Delete or destroy
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Structure charts

  • Description: Organisation and structure charts
  • Retention period: 6 years after last modified
  • Action: Delete or destroy
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Workforce planning data

  • Description: Records relating to workforce planning and retention
  • Retention period: 6 years after last modified
  • Action: Delete or destroy
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Information governance

  • Description: Records relating to information governance reporting
  • Retention period: 6 years after last modified
  • Action: Delete or destroy
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Information and guidance library

Communications

  • Description: Records relating to apprenticeships
  • Retention period: 1 year from last modified
  • Action: Delete or destroy
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Terms and conditions

  • Description: Records relating to terms and conditions for staff
  • Retention period: 6 years from superseded
  • Action: Delete or destroy
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

DBS and safeguarding guidance

  • Description: Records relating to guidance on DBS and safeguarding checks
  • Retention period: 6 years from superseded
  • Action: Delete or destroy
  • Reasoning: Disclosure and Barring Service check requests: guidance for employers
  • Personal data: Yes
  • Special category data: Yes

Equal opportunities

  • Description: Records relating to guidance on equal opportunities
  • Retention period: 6 years from superseded
  • Action: Delete or destroy
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Scheme of delegation

  • Description: Records relating to guidance on scheme of delegation
  • Retention period: 6 years from superseded
  • Action: Delete or destroy
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Service contracts and invoices

  • Description: Records relating to guidance on service contracts and invoices
  • Retention period: 6 years from superseded
  • Action: Delete or destroy
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Leave

  • Description: Records relating to guidance on leave
  • Retention period: 6 years from superseded
  • Action: Delete or destroy
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Pay awards

  • Description: Records relating to guidance on pay awards
  • Retention period: 6 years from superseded
  • Action: Delete or destroy
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Pension

  • Description: Records relating to guidance on pensions
  • Retention period: 6 years from superseded
  • Action: Delete or destroy
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Policy briefing notes and procedures

  • Description: Records relating to guidance on policy briefing notes and procedures
  • Retention period: 6 years from superseded
  • Action: Delete or destroy
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Retention payments

  • Description: Records relating to guidance on retention payments
  • Retention period: 6 years from superseded
  • Action: Delete or destroy
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Services to schools and SLA

  • Description: Records relating to SLAs with schools
  • Retention period: 6 years from end of agreement
  • Action: Delete or destroy
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Staff benefits

  • Description: Records relating to guidance on staff benefits
  • Retention period: 6 years from superseded
  • Action: Delete or destroy
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Systems

  • Description: Records relating to guidance on systems
  • Retention period: 1 year from end of life of system
  • Action: Delete or destroy
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Trade unions

  • Description: Records relating to guidance on trade unions
  • Retention period: 7 years after date created
  • Action: Delete or destroy
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

User guides

  • Description: HR user guides
  • Retention period: 6 years from superseded
  • Action: Delete or destroy
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Staff files

Employee records

  • Description: Records relating to council staff
  • Retention period: 7 years from end of employment
  • Action: Delete or destroy
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Agency worker files

  • Description: Records relating to agency staff
  • Retention period: 7 years from end of employment
  • Action: Delete or destroy
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Employee files - external schools

  • Description: Records relating to school staff
  • Retention period: 7 years from end of employment
  • Action: Delete or destroy
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Volunteers

  • Description: Records relating to volunteers
  • Retention period: 7 years after volunteering period ended
  • Action: Delete or destroy
  • Reasoning: Limitation Act 1980 (Section 2)
  • Personal data: Yes
  • Special category data: Yes

Projects and processing

Audits

  • Description: Records relating to HR and payroll audits
  • Retention period: 6 years after last modified
  • Action: Delete or destroy
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

HR initiatives

  • Description: Records relating to HR initiatives
  • Retention period: 6 years after last modified
  • Action: Delete or destroy
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

HR initiatives - schools

  • Description: Records relating to HR initiatives for schools
  • Retention period: 6 years after last modified
  • Action: Delete or destroy
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Programmes and projects

  • Description: Records relating to HR projects
  • Retention period: 6 years after last modified
  • Action: Delete or destroy
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Staff benefit details

  • Description: Records relating to staff benefits
  • Retention period: 6 years after last modified
  • Action: Delete or destroy
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Tenders

  • Description: Records relating to HR procurement
  • Retention period: 6 years from end of contract
  • Action: Delete or destroy
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes

Transactional processing

  • Description: Records relating to financial transactions
  • Retention period: 6 years after last modified
  • Action: Delete or destroy
  • Reasoning: Business requirement
  • Personal data: Yes
  • Special category data: Yes