Information governance
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Last updated: 9 February 2022
| Activity Type | Document Type | Retention Period* | Action** | Citation |
| 1.0 Recruitment: Authorising recruitment; advertising vacancies; handling enquiries about vacancies; processing employment applications; reviewing and responding to unsolicited applications for employment. | 1.1 Advertising of vacancies | Completion of recruitment process +6 months | Destroy | JISC guidance |
| 1.2 Enquiries about vacancies and requests for application forms | Completion of recruitment process | Destroy | JISC guidance | |
| 1.3 Individual job descriptions and personal specifications | Termination of employment +6 years | Destroy | Limitations Act 1980 c.58 | |
| 1.4 Unsuccessful applications forms; including CVs and References | Completion of recruitment process +6 months | Destroy | CIPD | |
| 1.5 Successful application forms; including CVs and References | Termination of employment +6 years | Destroy | JISC guidance | |
| 1.6 Review/short listing of applicants | Completion of appointment +6 months | Destroy | CIPD | |
| 1.7 Selection of employee: Interview notes Test results | Completion of appointment +6 months | Destroy | CIPD | |
| 1.8 Equal Opportunities: Anonymised data for HESA return | Completion of data collection and analysis | Destroy | JISC guidance | |
| 1.9 Unsolicited applications | Last response to the applicant | Destroy | JISC guidance | |
| 2.0 Induction: Developing general and role-specific induction programmes for new employee; administering induction programmes to ensure that all new employees complete the required programme | 2.1 Developments and/or overall delivery or assessment of the induction programme | Current year +6 years | Destroy | JISC guidance |
| 2.2 Records documenting the administration of the induction programme; including feedback forms | Completion of programme +1 year OR Termination | Destroy | JISC guidance | |
| 3.0 Training and Development: Identifying and analysing training needs and how to meet these needs; developing/selecting training and development programmes; monitoring, collecting and analysing the following: Take-up Feedback Impact of training and development programmes | 3.1 Identification and summary of employee development needs | Current year +6 years | JISC guidance | |
| 3.2 Records documenting the developments of employee programmes to meet the defined needs | Completion of programme +6 years | JISC guidance | ||
| 3.3 Individual feedback on training and development programmes: evaluations | Completion of analysis on feedback | JISC guidance | ||
| 3.4 Records documenting (anonymised) workforce feedback on training and development programmes | Current year +6 years | JISC guidance | ||
| 3.5 The administration of induction and or training programmes | Current year +1 year | JISC guidance | ||
| 3.6 Analysis of feedback from induction or training programme | Current year +2 years | JISC guidance | ||
| 3.7 Records documenting analyses of the impact of training and development programmes | Current year + 6 years | JISC guidance | ||
| 4.0 Performance Management: Monitoring of employee performance including – designing methods of measuring | 4.1 Records documenting Staff Review and Development (SRD) Scheme | Superseded +3 years | JISC guidance | |
| 4.2 Records conducting the development of workforce performance assessment systems | Life of system +5 years | JISC guidance | ||
| 5.0 Remuneration and Reward Management: The activities involved in developing and implementing workforce pay structures and reward schemes | 5.1 Records documenting the development of the University’s remuneration structure | Current year +10 years | JISC guidance | |
| 5.2 Records documenting a pay review | Current year +5 years | JISC guidance | ||
| 5.3 Records documenting special rewards schemes | Termination of scheme +5 years | JISC guidance | ||
| 6.0 Employee Welfare Management: The activities involved in monitoring employee welfare and ensuring compliance with legislation. | 6.1 The hours worked by employees including those who have agreed to work more than 48 hours a week, as required by the Working Time Regulations 1998 | Date of record +2 years | JISC guidance | |
| 6.2 Records documenting health assessments for night workers, and the results of assessments, as required by the Working Time Regulations 1998 | Date of record +2 years | JISC guidance | ||
| 7.0 Workforce Relations: Developing and implementing mechanisms for communicating with, and consulting, the workforce; conducting workforce surveys and reviewing and responding to the results | 7.1 Records containing (identifiable) individual responses to workforce surveys and consultations | Completion of analysis of responses | JISC guidance | |
| 7.2 Records containing summary (anonymised) results of workforce surveys and consultations | Completion of survey + 5 years | JISC guidance | ||
| 7.3 Grievances, those records raised by staff (that don’t relate directly to the their | Last action of case +6 years | JISC guidance | ||
| 8.0 Industrial Relations: Managing recognition and de-recognition of trades unions; managing communication and consultation with trades unions and labour organisations conducting collective bargaining on behalf of the workforce. | 8.1 The University’s recognition of trades unions | (De)recognition +20 years | Review | JISC guidance |
| 8.2 Agreements with trade union | Termination of agreement +20 years | Review | JISC guidance | |
| 8.3 Routine communications with the trade unions representatives, including minutes of meetings | Current year +20 years | Review | JISC guidance | |
| 8.4 Records documenting consultations/negotiations with trade unions on specific issues | Last action on issue +20 years | Review | JISC guidance | |
| 9.0 Employee Contract Management: Maintaining complete and accurate records of individual employees’ recruitment, induction, performance, discipline, training and development, occupational health and welfare, leave, pensions and termination; providing employment references for current and former employees | 9.1 Contract of employment | Termination of employment +6 years | Destroy | JISC guidance |
| 9.2 Initial application for employment and supporting documentation supplied by third parties (i.e. references, Disclosure or Barring Service (DBS) checks) | Termination of employment +6 years | Destroy | JISC guidance | |
| 9.3 Subsequent applications for other vacancies within the University | Termination of employment +6 years | Destroy | JISC guidance | |
| 9.4 Changes to employee terms and conditions of employment | Termination of employment +6 years | Destroy | JISC guidance | |
| 9.5 Disciplinary warnings issued against the employee, where employment continues | 12 months after closure of case | Destroy | JISC guidance | |
| 9.6 Grievances raised by the employee which relates directly with their contract of employment, University’s response, action taken and the outcome | Closure of case +6 years | Destroy | JISC guidance | |
| 9.7 Employee remuneration and rewards | Termination of employment +6 years | Destroy | JISC guidance | |
| 9.8 Administration of employee’s contractual holiday entitlement | Current year +1 year | Destroy | JISC guidance | |
| 9.9 Records documenting employee absence due to sickness: self-certification forms | Termination of employment +6 years | Destroy | JISC guidance | |
| 9.10 Authorisation and administration of special leave, e.g. compassionate leave, study leave | Termination of employment +6 years | Destroy | JISC guidance | |
| 9.11 Statutory leave entitlement, e.g. parental leave | Termination of employment +6 years | Destroy | JISC guidance | |
| 9.12 Recordings documenting preemployment health screening of an employee | Termination of employment +6 years | Destroy | JISC guidance | |
| 9.13 Records documenting references provided in confidence in support of the employee’s application(s) for employment by another organisation | Termination of employment +6 years | Destroy | JISC guidance | |
| 9.14 Employee’s termination of employment by voluntary resignation, redundancy, retirement (including on medical grounds) or dismissal | Termination of employment +6 years | Destroy | JISC guidance | |
| 9.15 Senior Executive Personnel Records | Retain Permanently | Store electronically and archive | JISC guidance | |
| 10.0 HR Strategy, Policies and Procedures: The activities involved in developing the University’s strategy, policies and procedures for the management of its human resources | 10.1 People and Culture Strategy and other HR strategies | Retain permanently | Store electronically and archive | JISC guidance |
| 10.2 HR Policies | Superseded +10 years | Destroy | JISC guidance | |
| 10.3 HR Procedures | Superseded +10 years | Destroy | JISC guidance | |
| 11.0 Workforce Planning: The activities involved in identifying the workforce competencies and numbers required to implement the institution’s strategic plan and determining how to meet these requirements. | 11.1 Records documenting the assessment and analysis of workforce requirements, and the identification and evaluation of options for meeting these requirements. | Current year +3 years | Destroy | JISC guidance |
| 11.2 Records documenting departmental reviews | Current year +20 years | Review | JISC guidance | |
| 11.3 Records documenting management succession plans | Superseded +5 years | Destroy | JISC guidance | |
| 11.4 Records documenting the development and evaluation of job specifications | Superseded +5 years | Destroy | JISC guidance |
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