Health and safety records - retention and disposal schedule

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.