Records management


Last updated 1 October, 2019

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 Register10 years
Standalone accident reports relating to individual childrenUntil child’s 25th birthday
RIDDOR Register3 years
CHILDREN
Records/notes related to each child/family attending, e.g. learning plan, reviews, consents, contact records, etc8 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 provided8 years
A complaint made in relation to the care of an individual childUntil child’s 75th birthday
STAFF
Access NI Checks – original information suppliedDestroyed upon final decision of applicant’s suitability
A record should be kept on the personnel file of:

 

  • The date of the disclosure

 

  • The name of the subject of the disclosure

 

  • The type of the disclosure

 

  • The position which the disclosure was applied for

 

  • The unique number that was issued by Access NI for that Disclosure; and

 

  • The recruitment decision taken
Age 100

 

Dated and signed by manager

Assessment Reports / Appraisals5 years
Annual Leave Record2 years
Attendance2 years
Disciplinary Records– Papers relating to disciplinary action which has resulted in any change to terms and conditions of service, salary, performance pay or allowancesAge 100
Time Sheets2 years
Employee Welfare Reports6 years
Health DeclarationAge 100
Income Tax Form P45Age 100
Job Advertisement1 year
Job Applications (Successful) (after termination)3 years
Job Applications (Unsuccessful) – incl. documentation, Access NI check and Eq. Opps3 years
Leavers Dossier

 

Leaver’s Dossier Summary

6 years

 

Age 100

Letter of Appointment / ContractAge 100
Medical / Self Certificates4 years
Papers relating to any injury on dutyAge 100
Personal Payroll History:

 

  • Records of pay

 

  • Performance pay

 

  • Overtime pay

 

  • Allowances (including deputising and substitution)

 

  • Pay enhancements

 

  • Taxable allowances

 

  • Payment for untaken leave

 

  • Reduced pay

 

  • No pay

 

  • Maternity leave

 

  • Complete sickness absence record
Age 100
Pension Forms7 years
Qualifications & ReferencesAge 100
Resignation / Termination / Retirement LetterAge 100
Return to Work Interviews4 years
Application for special / study leave – Paid7 years
Application for special / study leave (incl. Maternity) – UnpaidAge 100
Staff PhotographsAge 100
Stat. Maternity / Sick Pay Documents6 years
Tax Forms – Change of tax code7 years
Training RecordAge 72
Wages / Salary Record

 

  • Current bank details

 

  • Time Sheets

 

  • Computer Payroll Printout

 

  • Cumulative Adjustment forms

 

  • Payment analysis print outs
  • 6 years

 

  • 2 years

 

  • 7 years

 

  • 2 years

 

  • 2 years
Workforce Planning10 years
RECORD RETENTION
Disposal Schedule, Records, Certificates etcPermanent
Records of transfer and retrieval of data on and off site2 years
Contracts with off site storage services6 years
Meetings and minutes papers (other, including reference copies of major committees)2 years
Annual Reports2 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 claims50 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 Management3 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 Networks7 years
Telecommunications management6 years