Principle and statement of intent
In accordance with guidelines supplied by the DHSPSSNI, Bumbles Day Care adopts the following schedule in the keeping and disposal of all records. Please find below a general guideline to many of the different records that Bumbles Day Care is required to keep. The left column outlines circumstance and the right column refers to how many years a file / document / folder or record must be kept before its review and secure destruction. Further information can be found at www.dhspssni.gov.uk
| ACCIDENTS | |
| Accident Register | 10 years |
| Standalone accident reports relating to individual children | Until child’s 25th birthday |
| RIDDOR Register | 3 years |
| CHILDREN | |
| Records/notes related to each child/family attending, e.g. learning plan, reviews, consents, contact records, etc | 8 years |
| Administrative records relating to the running of the nursery e.g. statement of purpose; accounts; a copy of all inspection reports; employment records; duty roster; complaints and action taken; accidents/ incidents; food provided | 8 years |
| A complaint made in relation to the care of an individual child | Until child’s 75th birthday |
| STAFF | |
| Access NI Checks – original information supplied | Destroyed upon final decision of applicant’s suitability |
A record should be kept on the personnel file of:
| Age 100
Dated and signed by manager |
| Assessment Reports / Appraisals | 5 years |
| Annual Leave Record | 2 years |
| Attendance | 2 years |
| Disciplinary Records– Papers relating to disciplinary action which has resulted in any change to terms and conditions of service, salary, performance pay or allowances | Age 100 |
| Time Sheets | 2 years |
| Employee Welfare Reports | 6 years |
| Health Declaration | Age 100 |
| Income Tax Form P45 | Age 100 |
| Job Advertisement | 1 year |
| Job Applications (Successful) (after termination) | 3 years |
| Job Applications (Unsuccessful) – incl. documentation, Access NI check and Eq. Opps | 3 years |
| Leavers Dossier Leaver’s Dossier Summary | 6 years
Age 100 |
| Letter of Appointment / Contract | Age 100 |
| Medical / Self Certificates | 4 years |
| Papers relating to any injury on duty | Age 100 |
Personal Payroll History:
| Age 100 |
| Pension Forms | 7 years |
| Qualifications & References | Age 100 |
| Resignation / Termination / Retirement Letter | Age 100 |
| Return to Work Interviews | 4 years |
| Application for special / study leave – Paid | 7 years |
| Application for special / study leave (incl. Maternity) – Unpaid | Age 100 |
| Staff Photographs | Age 100 |
| Stat. Maternity / Sick Pay Documents | 6 years |
| Tax Forms – Change of tax code | 7 years |
| Training Record | Age 72 |
Wages / Salary Record
|
|
| Workforce Planning | 10 years |
| RECORD RETENTION | |
| Disposal Schedule, Records, Certificates etc | Permanent |
| Records of transfer and retrieval of data on and off site | 2 years |
| Contracts with off site storage services | 6 years |
| Meetings and minutes papers (other, including reference copies of major committees) | 2 years |
| Annual Reports | 2 years |
| Diaries (Office) | 1 year |
| LEGAL | |
| Records/documents related to any form of litigation. *6 years from the date of the last action on the file or settlement of the case whichever is the later and as advised by legal advisors. Specific legal advice should be sought from the organisation’s legal advisors to determine whether the records should be retained further within the organisation. In cases where the proceedings relate to a minor (i.e. anyone under the age of 18), records should be maintained until their 25th birthday. In cases involving a person under a disability records should be retained for a period of six years after the death of the individual concerned. | 6 Years* |
| Database containing information on all claims | 50 years |
| Police Statements (made in the context of Accident and Emergency episodes. Statements are requested by the Police to the A&E staff in relation to alleged injuries of or by patients coming through A&E). | 10 years |
| Family Health Service Appeals Authority tribunal and case files. | Case files – 10 years Decisions Records – until individual’s 80th birthday |
| Records documenting helpdesk services including faults reported, requests for technical and application support and action taken to resolve and assistance provided. | Last action +1 year |
| Web Management | 3 years |
| Records relating to the ongoing management, and changes to system support including user accounts, and monitoring use of systems. | 5 years |
| Management of all Networks | 7 years |
| Telecommunications management | 6 years |