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Purpose

The purpose of this policy is to detail the procedures for the retention and disposal of information to ensure that we carry this out consistently and that we fully document any actions taken. Unless otherwise specified the retention and disposal policy refers to both hard and soft copy documents.

Review

Review is the examination of closed records to determine whether they should be destroyed, retained for a further period or transferred to an archive for permanent preservation.

Retention

Records should be kept for as long as they are needed to meet the operational needs of TeamJobs, together with legal and regulatory requirements.

Disposal schedule

We dispose all records and documentation in line with the schedule detailed below.

Destruction

Audit trail

We do not need to document the disposal of records which have been listed on the records retention schedule. The documentation of information destroyed is only accessible by the Directors of TeamJobs.

Monitoring

Responsibility for monitoring the disposal policy rests with TeamJobs. The policy should be reviewed annually.

Policy / Data Destruction Date – (Internal) employee Destruction Date –  (Internal) ex employee (Internal) Job Applicants
Salary Information N/A 7 years from the date of leaving N/A
Training records N/A 7 years from the date of leaving N/A
Contract of employment N/A 7 years from the date of leaving N/A
Medical records / sickness absence N/A 7 years from the date of leaving N/A
Monthly reviews N/A All to be destroyed bar the final review before leaving 7 years from the date of leaving N/A
Emergency Contract details N/A 3 months from the date of leaving N/A
CV N/A 3 months from the date of leaving 3 months from the date of initial rejection or from interview
Personal Details form N/A 3 months from the date of leaving N/A
Qualification – pre-employment N/A 3 months from the date of leaving 3 months from the date of initial rejection or from interview
References (received) N/A 3 months from the date of leaving N/A
Probationary Review – employed N/A 3 months from the date of leaving N/A
Probationary Review – Terminated during this time N/A 3 months from the date of leaving N/A
All general and company communications in personnel file N/A 3 months from the date of leaving N/A
Information relating to cars, insurance, driving licence etc Destroyed each year as replaced by updated information. 3 months from the date of leaving N/A
Disciplinary records      
Verbal Warning Removed from file after 6 months, electronic copy available for a further 6 months Removed from file after 6 months, electronic copy available for a further 6 months N/A
Written Warning Removed from file after 12 months, electronic copy available for a further 12months Removed from file after 12 months, electronic copy available for a further 12months N/A
Final Waring Removed from file after 12 months, electronic copy available for a further 24 months Removed from file after 12 months, electronic copy available for a further 24 months N/A
Grievance records      
Raising a grievance Removed from file after 6 months, electronic copy available for a further 6 months Removed from file after 6 months, electronic copy available for a further 6 months N/A
Subject to a grievance Removed from file after 6 months, electronic copy available for a further 6 months

If disciplinary action is taken, please refer above

Removed from file after 6 months, electronic copy available for a further 6 months

If disciplinary action is taken, please refer above

N/A
Capability records      
Informal Process Removed from file after 6 months, electronic copy available for a further 6 months Removed from file after 6 months, electronic copy available for a further 6 months N/A
Verbal Warning Removed from file after 6 months, electronic copy available for a further 6 months Removed from file after 6 months, electronic copy available for a further 6 months N/A
Formal Process      
Written Warning Removed from file after 12 months, electronic copy available for a further 12 months Removed from file after 12 months, electronic copy available for a further 12 months N/A
Final Waring Removed from file after 12 months, electronic copy available for a further 24 months Removed from file after 12 months, electronic copy available for a further 24 months N/A
Psychometric tests 3 months from the date of leaving 3 months from the date of leaving 3 months from the date of interview
Whistleblowing Information Removed from the file at the point of further action being taken 7 years from the date of leaving (if revealed at the point of leaving) 3 months from the date of initial rejection or from interview
Performance Management N/A All to be destroyed bar the final review before leaving 7 years from the date of leaving N/A
Pre-employment Health Questionnaires N/A 7 years from the date of leaving N/A
Interview Notes N/A 3 months from the date of leaving 3 months from the date of interview
Job applications N/A 3 months from the date of leaving 3 months from the date of initial rejection or from interview
Birthday list Removed immediately if requested to be removed Immediately on leaving N/A
Photograph on website Removed immediately if requested to be removed Immediately on leaving N/A
Contact list Removed immediately if requested to be removed Immediately on leaving N/A
Candidate Data Destruction Date – Candidate Destruction Date – ex Candidate Destruction Date – Applicant only
       
Client Data Destruction Date – Prospective Client Destruction Date – Client General