Human Resources and Organisational Development Records Retention Schedule
(Records Containing Personal Information)

The following minimum retention periods relate to all personal information, regardless of the format in which it is stored. The list is not exhaustive, but provides guidance as to best practice. This retention schedule should be read in conjunction with the University's Data Protection Policy.

Type of Record Minimum Retention Period Location Reason for Length of Period
Job applications – successful applicants Held on file HR Included in employee file as necessary for the performance of the contract.
Job applications – unsuccessful applicants 12 months from the date of application, with an option to request earlier deletion in the process HR Analysis and reporting to fulfil management reporting and public duties.
Interview notes 6 months from date of interview Recruiting manager To respond to applicant queries and potential litigation
Employee personal data including facts of employment, training records, formal disciplinary, capability and grievance proceedings completed in accordance with University policies and procedures. 6 years from the end of employment HR Statutory retention for HMRC purposes, provision of references and potential litigation.
Facts relating to redundancies, where less than 20 redundancies 6 years from the date of redundancy HR Time limits on litigation
Facts relating to redundancies, where 20 or more redundancies 12 years from the date of redundancy HR Limitation Act 1980
Income Tax and NI Returns, including correspondence with tax office 6 years after end of the financial year to which the records relate HR, Payroll, Finance Income Tax (Employment) Regulations 1993
Statutory Maternity Pay records and calculations 6 years after end of the financial year to which the records relate HR, Payroll Statutory Maternity Pay (General) Regulations 1986
Statutory Sick Pay records and calculations 6 years after end of the financial year to which the records relate HR, Payroll Statutory Sick Pay (General) Regulations 1982
Payroll records 6 years after end of financial year to which the records relate HR, Payroll, Finance Taxes Management Act 1970
Pension records 75 years HR, Payroll Joint Data Controller with Universities Superannuation Scheme and Local Government Pension Scheme
Accident and incident records 3 years after the date of the last entry, unless the incident involves exposure to a hazardous chemical or work-related ill health in which case this may be up to 40 years SHE Accident Reporting Portal Social Security (Claims and Payments) Regulations 1979; RIDDOR 1985
↑ Type of Record ↑ Minimum Retention Period ↑ Location ↑ Reason for Length of Period