File Retention Periods – Human Resources

This page was last updated on 26th August 2022

Asset: VCA Local HR Electronic staff record and hard copy – Conduct and Disciplinary

About the Asset:

The asset consists of

• Electronic records and hard copies relating to Conduct and Disciplinary

The information is stored in H:\CS\Personnel\Staff Records by staff name and is only accessible by Local HR.

Retention

In respect of Conduct and Disciplinary all associated documents we have adopted the following retention periods:

• Long Term (> Until age 72)

A description of the data types that would fit into these categories are as follows:
Emails, Word, Excel and PDF files

Reviewing and deleting files

All Conduct and Disciplinary documentation in the folder will be monitored by Local HR, and the material deleted in line with the retention period above.

Asset: VCA Local HR Electronic Staff Record & Hard Copy – Leave and Attendance

About the Asset:

The asset consists of

• Electronic records and hard copies relating to Leave and Attendance

The information is stored in H:\CS\Personnel\Staff Records by staff name and is only accessible by Local HR.

Retention

In respect of Leave and Attendance documentation all associated documents we have adopted the following retention periods:

• Annual Leave (>2 years)
• Unpaid Leave e.g. maternity leave (> Until age 100)
• Short Term Absence (>4 years) for Medical/Self Certificates
• Long Term Absence(> Until age 72)

A description of the data types that would fit into these categories are as follows:
Emails, Word, Excel and PDF files

Reviewing and deleting files

All Leave and Absence documentation in the folder will be monitored by Local HR, and the material deleted in line with the retention periods above.

Asset: VCA Local HR Electronic Staff Record & Hard Copy – Medical

About the Asset:

The asset consists of

• Electronic records and hard copies relating to staff Medical information

The information is stored in H:\CS\Personnel\Staff Records by staff name and is only accessible by Local HR.

Retention

In respect of Medical information all associated documents we have adopted the following retention periods:

• Long Term (> Until age 100)

A description of the data types that would fit into these categories are as follows:
Emails, Word, Excel and PDF files

Reviewing and deleting files

All Medical information documentation in the folder will be monitored by Local HR, and the material deleted in line with the retention period above.

Asset: VCA Local HR Electronic Staff Record & Hard Copy – Personal

About the Asset:

The asset consists of

• Electronic records and hard copies relating to personal information

The information is stored in H:\CS\Personnel\Staff Records by staff name and is only accessible by Local HR.

Retention

In respect of Personal information all associated documents we have adopted following retention periods:

• Short Term (>1 year) for Recruitment, appointment and/or promotion board selection papers
• Medium Term (>5 years after leaving, if at retirement age, >10 years after leaving, if before normal retirement age) for Security personnel files
• Medium Term (>6 years) for Travel & Substance related documents
• Medium Term (>6 years) Special Performance Bonus nominations
• Long Term (>Until age 100) for Pensions & payroll history

Reviewing and deleting files

All Personal documentation in the folder will be nominated by Local HR, and the material deleted in line with the retention periods above.

Asset: VCA Local HR Electronic Staff Record and Hard Copy – Travel and Vetting

About the Asset:

The asset consists of

• Electronic records and hard copies relating to Travel and Vetting

The information is stored in H:\CS\Personnel\Staff Records by staff name and is only accessible by Local HR.

Retention

In respect of Travel and Vetting documentation all associated documents we have adopted the following retention periods:

• Medium Term (>6 years)

Reviewing and deleting files

All Travel and Vetting documentation in the folder will be monitored by Local HR, and the material deleted in line with the retention periods above.

Asset: VCA Local HR Electronic Payroll forms

The asset consists of:

• Electronic records of overtime claims

The information is stored in H:\CS\SSC forms as from Oct 2013\Overtime-Travel sheets\2018 OVERTIME SENT and is only accessible by Local HR.

Retention

In respect of Overtime Claim documentation all associated documents we have adopted the following retention periods:

• Short Term (>18 months)

Reviewing and deleting files

As these forms are duplicate records and obtained by shared services and will be retrievable if required. Therefore Local HR will delete the material in line with the retention periods above.

Asset: VCA Local HR Electronic Recruitment

The asset consists of:

• Electronic records of recruitment campaigns

The information is stored in H:\CS\Personnel\Recruitment this is only accessible by Local HR

Retention

In respect of Recruitment documentation all associated documents we have adopted the following retention periods:

• Short Term (>1 year)

Reviewing and deleting files

All Recruitment documentation in the folder will be monitored by Local HR, and the material deleted in line with the retention periods above.