Explanation of retention schedule headings
- Business classification and record series name: The business function/activity the record series supports and the name of the record series.
- Description: More information that defines the business function, activity or process that the record series supports.
- Retention trigger: An event that starts the retention period for a given record.
- Retention period: The length of time a record must be retained for once the trigger event has been realised.
- Disposal action: How a record should be disposed after the end of its retention period.
- Authority: The legal, regulatory and/or business reasons why a record needs to be kept.
HS1.1.1
Training records. Records relating to health and safety training of staff.
Retention trigger: Date of leaving.
Retention period: +6 years after last date of employment.
Disposal action: Deleted.
Authority: Health & Safety At Work Act, plus any subordinate regulations.
HS1.1.2
Training Records relating to HAVS, Noise, Asbestos and Pesticides. Records relating to health and safety training of staff regarding Hand-Arm Vibration Syndrome (HAVS), working with Noise, Asbestos and Pesticides.
Retention trigger: Date of leaving.
Retention period: +40 years after last date of employment.
Disposal action: Securely deleted.
Authority:
- Health & Safety At Work Act, plus any subordinate regulations.
- Retained to defend potential cost of lawsuits for illnesses developed years after leaving.
HS1.1.3
Accidents and injuries reported by phone about and Employee. Including accident investigation reports. Reported incidents/injuries including follow up accident investigation reports where necessary.
Retention trigger: From date of accident (Once reported and put onto intranet incident reporting).
Retention period: +6 years.
Disposal action: Deleted.
Authority: To provide information for potential HSE and other investigations and assist accident prevention work.
HS1.1.4
Accidents and injuries reported by phone about a Member of the Public (including accident investigation reports). Reported incidents/injuries including follow up accident investigation reports where necessary.
Retention trigger:
- Adults: retain from date of accident.
- Children and young adults aged under 18: retain from individuals DOB.
Retention period:
- Adults, +6 years.
- Under 18: DOB + 21 years and 4 months.
- Retain for 40 years if it is an ill health report. Example, noise/asbestos can come decades after accident/incident.
Disposal action: Deleted.
Authority: To provide information for potential HSE and other investigations and assist accident prevention work.
HS1.1.5
Employee On-site Accident Books B1510. Accident books for reporting/filling in incidents/injuries to employees on sites.
Retention trigger: Date of accident.
Retention period: +6 years.
Disposal action: Destroy via confidential waste.
Authority: Limitations Act Section 2.
HS1.1.6
Public On-site Accident Books (ABG1, ABSPORT1 and ABS1). Accident books for reporting/filling in public incidents/injuries on sites.
Retention trigger: Date of accident.
Retention period: +6 years.
Disposal action: Destroy via confidential waste.
Authority: Limitations Act Section 2.
HS1.1.7
Alcohol breath/Drug testing. Alcohol/drug testing in line with CMBC policy.
Retention trigger: Date of leaving.
Retention period: 0 years, delete once employee has left.
Disposal action: Deleted.
Authority: Alcohol and drug testing policy.
HS1.1.8
Driving Licence Checks. Yearly driving licence check by H&S team.
Retention trigger: Date of leaving.
Retention period: 0 years, delete once employee has left.
Disposal action: Deleted.
Authority: Driving Policy.
HS1.1.9
Incident Register/ASBOs. Incident register.
Retention trigger: Review annually with link officers.
Retention period: +1 year then review (possible another year dependent on review – repeat).
Disposal action: Removed from register.
Authority: Incident registers policy.
HS1.1.10
Share Point Accident Data. Accident information stored on SharePoint (only accessible by relevant persons with password).
Retention trigger: Date of accident.
Retention period: +6 years.
Disposal action: Deleted.
Authority: To provide information for potential HSE and other investigations and assist accident prevention work.
HS1.1.11
Audit System. Yearly audits done on Audit system.
Retention trigger: From Year Audit completed.
Retention period: +6 years.
Disposal action: Deleted.
Authority: Management of H&S at work regulations.
HS1.1.12
General Emails. Any emails containing any personal/sensitive information.
Retention trigger: Date email received.
Retention period: +6 years.
Disposal action: Deleted.
Authority: Not applicable.
HS1.1.13
Loop Closing (audit follow-ups). Followed up information from previous years Audits on un-actioned steps.
Retention trigger: From year Audit completed.
Retention period: +6 years.
Disposal action: Deleted.
Authority: H&S yearly audits.
HS1.1.14
VA04. Employees reporting abuse/violence from the public.
Retention trigger: From date of incident.
Retention period: +6 years.
Disposal action: Securely deleted.
Authority: Investigations and CMBC Policy.