What to hold and for how long.
WHAT TO KEEP FOR EACH EMPLOYEE
Contract and any variations Identification and right-to-work evidence Tax and pension details Bank details Payroll records Leave records Training records Performance records Disciplinary and grievance records Departure documentation
WHY RECORDS MATTER
Nearly every dispute is decided on what can be evidenced.
WHAT TO KEEP SEPARATELY
Health information Anything sensitive
WHY SEPARATELY
It requires restricted access, and general personnel files are widely accessible.
WHO SHOULD HAVE ACCESS
Only those who need it for their role.
WHAT TO RESTRICT
Payroll data Health data Disciplinary records
WHAT RETENTION PERIODS APPLY
Those set by tax, labour and data protection requirements.
WHAT TO DO AFTER THEY EXPIRE
Delete what is no longer required.
WHY DELETE
Retention beyond the purpose is a data protection failure and an unnecessary risk.
WHAT TO TELL EMPLOYEES
What you hold, why, and for how long.
WHERE
An employee privacy notice.
WHAT RIGHTS THEY HAVE
To access their data, and to have inaccuracies corrected.
WHAT THAT MEANS PRACTICALLY
Notes and opinions recorded about them may be disclosable.
WHAT THAT SHOULD CHANGE
What gets written down.
WHAT TO SECURE
Records, physically and electronically.
