Data Retention Periods

April 30, 1998



Type of Data

Maximum retention period

Reason for Length of Period

Personnel files including training records and notes of disciplinary and grievance hearings

6 years from the end of employment

References and potential litigation

Application forms/interview notes

At least 6 months from the date of the interviews

Time limits on litigation

Facts relating to redundancies where less than 20 redundancies

3 years from the date of redundancy

As above

Facts relating to redundancies where 20 or more redundancies

12 years from date of redundancies

Limitation Act 1980

Income Tax and NI returns, including correspondence with tax office

At least 3 years after the end of the financial year to which the records relate

Income Tax (Employment) Regulations 1993

Statutory Maternity Pay records and calculations

As Above

Statutory Maternity Pay (General) Regulations 1982

Statutory Sick Pay records and calculations

As Above

Statutory Sick Pay (General) Regulations 1982

Wages and salary records

6 years

Taxes Management Act 1970

Accident books, and records and reports of accidents

3 years after the date of the last entry

Social Security (Claims and Payments) Regulations 1979; RIDDOR 1985

Health records

During employment

Management of Health and Safety at Work Regulations

Health records where reason for termination of employment is connected with health, including stress related illness

3 years

Limitation period for personal injury claims

Medical Records kept by reason of the Control of Substances hazardous to health Regulations 1994

40 years

Control of Substances Hazardous to Health Regulations 1999

Ionising Radiation Records

At least 50 years after last entry

Ionising Radiations Regulations 1985

Student records, including academic achievements, and conduct

At least 6 years from the date the student leaves the University, in case of litigation for negligence

At least 10 years for personal and academic references, with the agreement of the student

Certain personal data may be held in perpetuity

Limitation period for negligence

Permits institution to provide references for a reasonable length of time

While personal and academic references may become stale, some data, e.g. transcripts of student marks, may be required throughout a student’s future career. Upon the death of a data subject, data relating to him/her ceases to be personal data.