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Document Retention

Employee Document Retention

This advice looks at the suggested retention periods for employee records, bearing in mind that some companies may have greater retention periods. 

Employer should also be mindful of their Data Protection statements on retention- more advice on Data Protection can be found on this external link.

Suggested Retention of documents by Human Resources

Type of information Period of retention Ideal location
Job applications, interview records of unsuccessful candidates. 6 months HR Dept
Personnel records of retired staff:    
Medical info 2 years after death Off site
Training records 2 years after death Off site
Safety training records 2 years after death Off site
Records of accidents 2 years after death Off site
Personnel records 2 years after death Off site
Personnel records of leavers (not retired staff)    
Medical info 75th birthday Off site
Training records 10 years after termination Off site
Safety training records 75th birthday Off site
Records of accidents   Off site
Personnel records 10 years after termination Off site
Pay records 10 years after termination Off site
Collective agreements, minutes and records Permanently  Off site
Group Health Policies,Insurance policies 12 years after cessation of benefits Off site

Also bear in mind your own internal GDPR procedures.

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