The management of personal data, its secure storage and retrieval is the responsibility of all employees at the Council. Managers have a responsibility to ensure that any personal data they hold on their employees is relevant, up to date and fit for purpose.
The management of personal data particularly in the public sector can be a matter of public scrutiny and high profile cases in the media illustrate that managers, Human Resources (HR) professionals and senior leadership teams need to be content that all requests for access to data relating to employees can be met in a timely manner.
2. Roles and Responsibilities
Managers are responsible for the management, storage and disposal of employee documents held in local personal files.
HR is responsible for storing employee documentation in both electronic and central personal files. They are also responsible for ensuring that leaver files are archived securely for the appropriate retention time and for retrieval as necessary.
Documents should be supplied in an electronic format to HR wherever possible for storage on employee Oracle records.
Documents relating to employee personal data should always be stored securely and retained for the appropriate retention period.
3. Content of Personal Files for Current Employees
All recruitment documentation should be forwarded to HR at Warehouse 6 to be placed on the employee’s central personal file.
Other employee records for example PPD documentation, supervision records should be stored securely in the local personal file.
Please note that some records will not need to be retained once an employee leaves their current job and transfers to a new job and line manager, or leaves Council employment. Further details can be found in Appendix 1: Employee Personal Files.
4. Transfers of Files to New Managers
When an employee leaves their job for a new job within the Council, the contents of their personal file should be forwarded to the employee’s new manager.
Where documents do not need to be transferred to the new manager, the documents should be removed and disposed of securely before transfer of the file in accordance with the guidance on document retention periods in Appendix 1: Employee Personal Files.
5. Transfer of Leavers Files to HR (Warehouse 6)
When an employee leaves their Council employment, the documents which should be forwarded to HR for storage within the central personal file are depicted in Appendix 1: Employee Personal Files.
Where documents are not required for storage in the central personal file, the documents should be removed from the file and disposed of securely before transfer of the file to HR.
6. Retention Periods
In service areas where employees work with children and/or vulnerable adults some documentation is required to be stored for the period of the duration of their employment, plus 30 years, for all other service areas this is for the duration of employment, plus 7 years.
Further guidance on the retention periods of documents is contained in Appendix 1: Employee Personal Files.