{"id":5754,"date":"2021-03-03T13:30:34","date_gmt":"2021-03-03T13:30:34","guid":{"rendered":"https:\/\/www.glos.ac.uk\/information\/?post_type=ht_kb&p=5754"},"modified":"2022-02-09T14:12:51","modified_gmt":"2022-02-09T14:12:51","slug":"records-retention-schedule-human-resources-management","status":"publish","type":"ht_kb","link":"https:\/\/www.glos.ac.uk\/information\/knowledge-base\/records-retention-schedule-human-resources-management\/","title":{"rendered":"Records Retention Schedule Human Resources Management"},"content":{"rendered":"\n
Activity Type<\/td>Document Type<\/td>Retention Period*<\/td>Action**<\/td>Citation<\/td><\/tr>
1.0 Recruitment<\/strong>:
Authorising recruitment; advertising
vacancies; handling enquiries about vacancies;
processing employment applications;
reviewing and responding to unsolicited
applications for employment.<\/td>		1.1 Advertising of vacancies<\/td>Completion of recruitment process +6
months<\/td>		Destroy<\/td>JISC guidance<\/td><\/tr>
<\/td>1.2 Enquiries about vacancies and requests
for application forms<\/td>		Completion of recruitment process<\/td>Destroy<\/td>JISC guidance<\/td><\/tr>
<\/td>1.3 Individual job descriptions and personal
specifications<\/td>		Termination of employment +6 years<\/td>Destroy<\/td>Limitations Act 1980 c.58<\/td><\/tr>
<\/td>1.4 Unsuccessful applications forms;
including CVs and References<\/td>		Completion of recruitment process +6
months<\/td>		Destroy<\/td>CIPD<\/td><\/tr>
<\/td>1.5 Successful application forms; including
CVs and References<\/td>		Termination of employment +6 years<\/td>Destroy<\/td>JISC guidance<\/td><\/tr>
<\/td>1.6 Review\/short listing of applicants<\/td>Completion of appointment +6 months<\/td>Destroy<\/td>CIPD<\/td><\/tr>
<\/td>1.7 Selection of employee:
Interview notes
Test results<\/td>		Completion of appointment +6 months<\/td>Destroy<\/td>CIPD<\/td><\/tr>
<\/td>1.8 Equal Opportunities:
Anonymised data for HESA return<\/td>		Completion of data collection and
analysis<\/td>		Destroy<\/td>JISC guidance<\/td><\/tr>
<\/td>1.9 Unsolicited applications<\/td>Last response to the applicant<\/td>Destroy<\/td>JISC guidance<\/td><\/tr>
2.0 Induction<\/strong>:
Developing general and role-specific induction
programmes for new employee; administering
induction programmes to ensure that all new
employees complete the required
programme<\/td>		2.1 Developments and\/or overall delivery or
assessment of the induction programme<\/td>		Current year +6 years<\/td>Destroy<\/td>JISC guidance<\/td><\/tr>
<\/td>2.2 Records documenting the
administration of the induction programme;
including feedback forms<\/td>		Completion of programme +1 year OR
Termination<\/td>		Destroy<\/td>JISC guidance<\/td><\/tr>
3.0 Training and Development:<\/strong>
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<\/td>		3.1 Identification and summary of employee
development needs<\/td>		Current year +6 years<\/td><\/td>JISC guidance<\/td><\/tr>
<\/td>3.2 Records documenting the developments
of employee programmes to meet the
defined needs<\/td>		Completion of programme +6 years<\/td><\/td>JISC guidance<\/td><\/tr>
<\/td>3.3 Individual feedback on training and
development programmes: evaluations<\/td>		Completion of analysis on feedback<\/td><\/td>JISC guidance<\/td><\/tr>
<\/td>3.4 Records documenting (anonymised)
workforce feedback on training and
development programmes<\/td>		Current year +6 years<\/td><\/td>JISC guidance<\/td><\/tr>
<\/td>3.5 The administration of induction and or
training programmes<\/td>		Current year +1 year<\/td><\/td>JISC guidance<\/td><\/tr>
<\/td>3.6 Analysis of feedback from induction or
training programme<\/td>		Current year +2 years<\/td><\/td>JISC guidance<\/td><\/tr>
<\/td>3.7 Records documenting analyses of the
impact of training and development
programmes<\/td>		Current year + 6 years<\/td><\/td>JISC guidance<\/td><\/tr>
4.0 Performance Management:<\/strong>
Monitoring of employee performance
including – designing methods of measuring<\/td>		4.1 Records documenting Staff Review and
Development (SRD) Scheme<\/td>		Superseded +3 years<\/td><\/td>JISC guidance<\/td><\/tr>
<\/td>4.2 Records conducting the development of
workforce performance assessment
systems<\/td>		Life of system +5 years<\/td><\/td>JISC guidance<\/td><\/tr>
5.0 Remuneration and Reward Management:<\/strong>
The activities involved in developing and
implementing workforce pay structures and
reward schemes<\/td>		5.1 Records documenting the development
of the University\u2019s remuneration structure<\/td>		Current year +10 years<\/td><\/td>JISC guidance<\/td><\/tr>
<\/td>5.2 Records documenting a pay review<\/td>Current year +5 years<\/td><\/td>JISC guidance<\/td><\/tr>
<\/td>5.3 Records documenting special rewards
schemes<\/td>		Termination of scheme +5 years<\/td><\/td>JISC guidance<\/td><\/tr>
6.0 Employee Welfare Management:<\/strong>
The activities involved in monitoring
employee welfare and ensuring compliance
with legislation.<\/td>		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<\/td>		Date of record +2 years<\/td><\/td>JISC guidance<\/td><\/tr>
<\/td>6.2 Records documenting health
assessments for night workers, and the
results of assessments, as required by the
Working Time Regulations 1998<\/td>		Date of record +2 years<\/td><\/td>JISC guidance<\/td><\/tr>
7.0 Workforce Relations:<\/strong> Developing and
implementing mechanisms for communicating
with, and consulting, the workforce;
conducting workforce surveys and reviewing
and responding to the results<\/td>		7.1 Records containing (identifiable)
individual responses to workforce surveys
and consultations<\/td>		Completion of analysis of responses<\/td><\/td>JISC guidance<\/td><\/tr>
<\/td>7.2 Records containing summary
(anonymised) results of workforce surveys
and consultations<\/td>		Completion of survey + 5 years<\/td><\/td>JISC guidance<\/td><\/tr>
<\/td>7.3 Grievances, those records raised by staff
(that don\u2019t relate directly to the their<\/td>		Last action of case +6 years<\/td><\/td>JISC guidance<\/td><\/tr>
8.0 Industrial Relations:<\/strong> 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.<\/td>		8.1 The University\u2019s recognition of trades
unions<\/td>		(De)recognition +20 years<\/td>Review<\/td>JISC guidance<\/td><\/tr>
<\/td>8.2 Agreements with trade union<\/td>Termination of agreement +20 years<\/td>Review<\/td>JISC guidance<\/td><\/tr>
<\/td>8.3 Routine communications with the trade
unions representatives, including minutes of
meetings<\/td>		Current year +20 years<\/td>Review<\/td>JISC guidance<\/td><\/tr>
<\/td>8.4 Records documenting
consultations\/negotiations with trade
unions on specific issues<\/td>		Last action on issue +20 years<\/td>Review<\/td>JISC guidance<\/td><\/tr>
9.0 Employee Contract
Management:<\/strong>
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<\/td>		9.1 Contract of employment<\/td>Termination of employment +6 years<\/td>Destroy<\/td>JISC guidance<\/td><\/tr>
<\/td>9.2 Initial application for employment and
supporting documentation supplied by third
parties (i.e. references, Disclosure or Barring
Service (DBS) checks)<\/td>		Termination of employment +6 years<\/td>Destroy<\/td>JISC guidance<\/td><\/tr>
<\/td>9.3 Subsequent applications for other
vacancies within the University<\/td>		Termination of employment +6 years<\/td>Destroy<\/td>JISC guidance<\/td><\/tr>
<\/td>9.4 Changes to employee terms and
conditions of employment<\/td>		Termination of employment +6 years<\/td>Destroy<\/td>JISC guidance<\/td><\/tr>
<\/td>9.5 Disciplinary warnings issued against the
employee, where employment continues<\/td>		12 months after closure of case<\/td>Destroy<\/td>JISC guidance<\/td><\/tr>
<\/td>9.6 Grievances raised by the employee
which relates directly with their contract of
employment, University\u2019s response, action
taken and the outcome<\/td>		Closure of case +6 years<\/td>Destroy<\/td>JISC guidance<\/td><\/tr>
<\/td>9.7 Employee remuneration and rewards<\/td>Termination of employment +6 years<\/td>Destroy<\/td>JISC guidance<\/td><\/tr>
<\/td>9.8 Administration of employee\u2019s
contractual holiday entitlement<\/td>		Current year +1 year<\/td>Destroy<\/td>JISC guidance<\/td><\/tr>
<\/td>9.9 Records documenting employee
absence due to sickness: self-certification
forms<\/td>		Termination of employment +6 years<\/td>Destroy<\/td>JISC guidance<\/td><\/tr>
<\/td>9.10 Authorisation and administration of
special leave, e.g. compassionate leave,
study leave<\/td>		Termination of employment +6 years<\/td>Destroy<\/td>JISC guidance<\/td><\/tr>
<\/td>9.11 Statutory leave entitlement, e.g.
parental leave<\/td>		Termination of employment +6 years<\/td>Destroy<\/td>JISC guidance<\/td><\/tr>
<\/td>9.12 Recordings documenting preemployment health screening of an
employee<\/td>		Termination of employment +6 years<\/td>Destroy<\/td>JISC guidance<\/td><\/tr>
<\/td>9.13 Records documenting references
provided in confidence in support of the
employee’s application(s) for employment
by another organisation<\/td>		Termination of employment +6 years<\/td>Destroy<\/td>JISC guidance<\/td><\/tr>
<\/td>9.14 Employee’s termination of
employment by voluntary resignation,
redundancy, retirement (including on
medical grounds) or dismissal<\/td>		Termination of employment +6 years<\/td>Destroy<\/td>JISC guidance<\/td><\/tr>
<\/td>9.15 Senior Executive Personnel Records<\/td>Retain Permanently<\/td>Store electronically and archive<\/td>JISC guidance<\/td><\/tr>
10.0 HR Strategy, Policies and Procedures:<\/strong>
The activities involved in developing the
University\u2019s strategy, policies and procedures
for the management of its human resources<\/td>		10.1 People and Culture Strategy and other
HR strategies<\/td>		Retain permanently<\/td>Store
electronically and
archive<\/td>		JISC guidance<\/td><\/tr>
<\/td>10.2 HR Policies<\/td>Superseded +10 years<\/td>Destroy<\/td>JISC guidance<\/td><\/tr>
<\/td>10.3 HR Procedures<\/td>Superseded +10 years<\/td>Destroy<\/td>JISC guidance<\/td><\/tr>
11.0 Workforce Planning<\/strong>:
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.<\/td>		11.1 Records documenting the assessment
and analysis of workforce requirements,
and the identification and evaluation of
options for meeting these requirements.<\/td>		Current year +3 years<\/td>Destroy<\/td>JISC guidance<\/td><\/tr>
<\/td>11.2 Records documenting departmental
reviews<\/td>		Current year +20 years<\/td>Review<\/td>JISC guidance<\/td><\/tr>
<\/td>11.3 Records documenting management
succession plans<\/td>		Superseded +5 years<\/td>Destroy<\/td>JISC guidance<\/td><\/tr>
<\/td>11.4 Records documenting the
development and evaluation of job
specifications<\/td>		Superseded +5 years<\/td>Destroy<\/td>JISC guidance<\/td><\/tr><\/tbody><\/table>
Please note that all records should be stored electronically on a shared drive\/SharePoint. Records stored in paper format, where possible, should be scanned and stored electronically.
**At the end of the specified retention period, departments are required to record what has happened to a key document (retained for archival value or destroyed) and when the action happened for auditing
purposes.<\/figcaption><\/figure>\n","protected":false},"excerpt":{"rendered":"

Activity Type Document Type Retention Period* Action** Citation 1.0 Recruitment:Authorising recruitment; advertisingvacancies; handling enquiries about vacancies;processing employment applications;reviewing and responding to unsolicitedapplications for employment. 1.1 Advertising of vacancies Completion of recruitment process +6months Destroy JISC guidance 1.2 Enquiries about vacancies and requestsfor application forms Completion of recruitment process Destroy JISC guidance 1.3 Individual job descriptions […]<\/p>\n","protected":false},"author":59,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","format":"standard","meta":{"_acf_changed":false,"_searchwp_excluded":"","footnotes":""},"schools":[],"campuses":[],"subject_area":[],"ht-kb-category":[263],"ht-kb-tag":[],"class_list":["post-5754","ht_kb","type-ht_kb","status-publish","format-standard","hentry","ht_kb_category-hr"],"acf":[],"_links":{"self":[{"href":"https:\/\/www.glos.ac.uk\/information\/wp-json\/wp\/v2\/ht-kb\/5754","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.glos.ac.uk\/information\/wp-json\/wp\/v2\/ht-kb"}],"about":[{"href":"https:\/\/www.glos.ac.uk\/information\/wp-json\/wp\/v2\/types\/ht_kb"}],"author":[{"embeddable":true,"href":"https:\/\/www.glos.ac.uk\/information\/wp-json\/wp\/v2\/users\/59"}],"replies":[{"embeddable":true,"href":"https:\/\/www.glos.ac.uk\/information\/wp-json\/wp\/v2\/comments?post=5754"}],"version-history":[{"count":6,"href":"https:\/\/www.glos.ac.uk\/information\/wp-json\/wp\/v2\/ht-kb\/5754\/revisions"}],"predecessor-version":[{"id":5790,"href":"https:\/\/www.glos.ac.uk\/information\/wp-json\/wp\/v2\/ht-kb\/5754\/revisions\/5790"}],"wp:attachment":[{"href":"https:\/\/www.glos.ac.uk\/information\/wp-json\/wp\/v2\/media?parent=5754"}],"wp:term":[{"taxonomy":"schools","embeddable":true,"href":"https:\/\/www.glos.ac.uk\/information\/wp-json\/wp\/v2\/schools?post=5754"},{"taxonomy":"campuses","embeddable":true,"href":"https:\/\/www.glos.ac.uk\/information\/wp-json\/wp\/v2\/campuses?post=5754"},{"taxonomy":"subject_area","embeddable":true,"href":"https:\/\/www.glos.ac.uk\/information\/wp-json\/wp\/v2\/subject_area?post=5754"},{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/www.glos.ac.uk\/information\/wp-json\/wp\/v2\/ht-kb-category?post=5754"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/www.glos.ac.uk\/information\/wp-json\/wp\/v2\/ht-kb-tag?post=5754"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}