Retention of Records

The following table specifies the length of time the University keeps its records. Most of the periods are defined by the needs of statute. At their termination all personal data is destroyed as confidential waste.

Type of Record: Retention Period: Reason for Length of Period:
Personnel files including training records and notes of disciplinary and grievance hearings 6 years from the end of employment References and potential litigation.
Application forms/interview notes At least 6 months from the date of the interviews Time limits on litigation
Facts relating to redundancies 6 years from the date of redundancy As above
Facts relating to redundancies where 20 or more redundancies 12 years from the date of the redundancies Limitation Act 1980
Income Tax and NI Returns, including correspondence with tax office At least 3 years after the end of the financial year to which the records related Income Tax (Employment) Regulations 1993
Statutory Maternity Pay records and calculations As above Statutory Maternity Pay (General) Regulations 1986
Statutory Sick Pay records and calculations As above Statutory Sick Pay (General) Regulations 1982
Wages and salary records 6 years Taxes Management Act 1970
Accident books, and records and reports of accidents 3 years after the date of the last entry Social Security (Claims and Payments) Regulations 1979; RIDDOR 1985
Health Records During employment Management of Health and Safety at Work Regulations
Health Records where reason for termination of employment is connected with health, including stress related illness 3 years Limitation period for personal injury claims
Medical records kept by reason of the Control of Substances Hazardous to Health Regulations 1999 40 years Control of Substances Hazardous to Health Regulations 1999
Student records, including academic achievements and conduct Indefinitely, unless the subject makes a request that they be destroyed. Limitation period for negligence (6 years) and also permits institution to provide references.

While personal and academic references may become "stale", some data e.g. transcripts of student marks may be required throughout the student's future career. Upon the death of the data subject, data relating to him/her ceases to be personal data.