HUMAN RESOURCES DIVISION: Records Retention Schedule (RRS)

Transcription

1 HUMAN RESOURCES DIVISION: Records Retention Schedule (RRS) Author: Diane Whalen Date: January 2013 This document defines the records retention schedule for records held and owned by the HR Office, and is based on the JISC Higher Education Business Classification Scheme and Records Retention Schedules 1. Further information about RRSs and their structure including the descriptions of the column headings are available on the UEA website. 2 Version Date Note /11/12 First Draft /01/13 Final Draft /01/13 General Final Document The following activities may apply to any business area of the organisation, and records relating to them may also be held in other departments. Business Area Strategy Development development and establishment of the institution's HR strategy Indefinitely Director HRD Financial 12 months from date Transactions payment/reimbursement of appointment offered to HUMAN RESOURCES DIVISION: Records Retention Schedule (RRS) 1

2 applicants interview expenses successful candidate payments made by credit card for candidates invited to interview hotel accom. Procurement (Purchasing) reimbursement of HRD staff expenses preparation of monthly/annual accounts receipt and payment of invoices processing of internal accounting transactions between operating units (i.e. Temp Register journals) e- procurement of stationery Original documentation prepared and held by FIN purchasing authorisation limits use of credit cards by HR Staff Indefinitely Risk management Information held by the Vice-Chancellor s Office (VCO) and in other departments. Business Continuity Plan Superseded + 1 year formulation, testing and maintenance of disaster response and recovery plans. Reviewed annually. Original documentation held by VCO HUMAN RESOURCES DIVISION: Records Retention Schedule (RRS) 2

3 Risk Identification & Assessment Superseded + 1 year identified risks to the department and assessments of those risks. Management information collection, analysis and reporting Information held by the Information Services Directorate (ISD) and other departments. Management Information Analysis & Reporting provision of management information reports Current Year + 3 Records management Information held by the Information Services Directorate (ISD) and other departments. Reviewed annually. Original documentation held by VCO Records Retention Final versions of Records Retention Schedules Superseded NA Retaining a history of retention periods provides evidence of effective control of records and the basis for determination of retention periods for records. Completion of revised Records Retention Schedule + 1 year NA disposal of records. Human resources management Information held in Human Resources (HRD) and in other departments. Recruitment & Selection initial application, supporting CV, third party references, verification of eligibility to 12 months from date appointment offered to successful candidate HUMAN RESOURCES DIVISION: Records Retention Schedule (RRS) 3

4 work in the UK and DBS checks (unsuccessful Staff Records Administration Staff Records candidates) recruitment and selection process, i.e. shortlisting score sheets, interview schedule/panel etc. (unsuccessful candidates) 12 months from date appointment offered to successful candidate HESA Staff Records Indefinitely from 1997 HERA Staff Grading Scheme Records containing (anonymised) details of Ethnicity, Gender, Religion, Nationality, Disability Paper records containing employment data of individual members of staff Database record for all current and former employees Records containing employee's basic personal details (e.g. address, next of kin, emergency contacts). changes to the employee's terms and conditions of employment. disciplinary proceedings against the employee, where employment continues. Indefinitely (from 1988) Superseded Nothing is held outside of the HR system Held on HR database system Closure of case Common HR practice Chartered Institute of Personnel and Development recommends '6 after employment ceases'. See Retention of personnel and other related records (CIPD, 2006). HUMAN RESOURCES DIVISION: Records Retention Schedule (RRS) 4

5 entitlements to, and calculations of, Statutory Maternity Pay. Current tax year + 3 SI 1986/1960 Regulation 26 SMP payment records held by FIN grievances raised by the employee which relate directly to his/her own contract of employment, the institution's response, action taken and the outcome. preemployment health screening of an employee: other employees. references provided in confidence in support of the employee's application(s) for employment by another organisation. routine assessments/reviews of the employee's performance, and any consequent action taken. Departmental appraisal records (HR staff only) authorisation and administration of special leave, e.g. compassionate leave, study leave. authorisation and administration of statutory Closure of case Common HR practice CIPD recommends '6 after employment ceases'. See Retention of personnel and other related records (CIPD, 2006). Provision of reference + 1 year Current year Occupational Health/UMS hold employee pre-employment health questionnaires. SI 1999/3312 HUMAN RESOURCES DIVISION: Records Retention Schedule (RRS) 5

6 leave entitlements, e.g. parental leave. employee's absence due to sickness. employee's contract(s) of employment with the institution. employee's remuneration and rewards (e.g. bonuses, merit awards, long service awards). employee's subsequent applications for other jobs within the institution. employee's termination of employment by voluntary resignation, redundancy, retirement (including on medical grounds) or dismissal. job descriptions of positions held by the employee within the institution Termination of employment IR CA30 Minimum: SI 2003/2682 Regulation 97(8) SI 1999/584 Regulation 38(7) Recommended: 1970 c. 9 s 34 NA NA FIN hold all records FIN hold all payroll records Documents held on employee s personal file HUMAN RESOURCES DIVISION: Records Retention Schedule (RRS) 6