Area Records Retention Period Awarding Organisation & Registrations
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1 Area Records Retention Period Awarding Organisation & Registrations Financial Government Body (Learner Records) Human Resources Centre Approval, Qualification Standards, Assessment and IQA Records, Copy Certificates, EQA Reports and Correspondence, Registration / Assessment Body Assessment & Surveillance Reports Archived Records, Current Records : Sales & Purchasing Invoices, Copy Purchase Orders, Remittances, Apprentice Salary Documents: BACS Transfers, Copy P60 s & Copy Payslips, Staff Salary Documents: BACS Transfers, Copy Payslips & Copy P60 s, Payroll & Tax Information. Petty Cash Documents Statutory Accounts ESFA Contracts, Redcar & Cleveland College, South Tynesdide College, and Derwentside College Franchise Agreements, Payment Remittances, ESFA Claim PMR, Apprentice Dossiers ESFA Match Funded Documents ie Apprentice Dossiers and Payment Remittances Declaration of Health Learner applicants Annual Leave Records Recruitment documentation (successful candidates) Application Forms and Interview Summary Sheets for Unsuccessful Candidates Biographical data 3-7 years 6 years + current year 10 years 6 years 14 months 12 months (unless for any other legal reason) Employment details Issued Date: Page 1 of 5
2 Payroll details /NI/Bank details Working hours and arrangements Pay and benefits including pensions Perfomance and career progression Qualifications Disciplinary/conduct and grivance matters Health and Safety Payroll/tax/NI: Six years from the end of the financial year in which payments are made Bank details: During employment and up to 6 months after employment During employment and for the cycle of the scheme During employment in accordance with our disciplinary and grievance policies, and up to 6 months after employment, in particular any legal requirement to retain particular records Issued Date: Page 2 of 5
3 Change to terms and conditions Personal data produced by you during employment Absence information Famiy leave Equal opportunity information Criminial convictions information Medical information PDRs to 6 years after employment Issued Date: Page 3 of 5
4 References Staff / Visitors Signing in Sheets Managament System Procedures & Documents, ISO Standards, BMS Registers, Schedules & Review Minutes, SAR, QIP Area Records Retention Period Marketing and PR Insurance Certificates Health & Safety Customer Relations Enquiries, Marketing Campaigns, Customer Quotes, Customer Account Histories, Course Evaluations, Sales Target Figures Directors & Officers / Pension Fund Trustee/Professional Indemnity Policies Employers Liability Insurance Certificates (from date of incorporation) Material Damage / Business Interruption Insurance Policies Motor Insurance Certificates Public / Products Liability Insurance Certificates H&S Records : Accident Records, RIDDOR, Near Miss, Permits to Work, Risk Assessment & Safe Working Procedures Statutory Inspection Records : Pressure Vessels, Lifting Equipment, Fixed Wiring, Portable Appliance Testing, Vermin Control, Waste Disposal, Heating and Ventilation / Air Conditioning H&S Duties Training Records : Fire Wardens, First Aiders, Fork Lift Truck Drivers, Hazardous Work Permit Issuers & Receivers, Abrasive Wheels Safety Suggestions : Safety Bulletins Dosimetry Results (British Energy) Safety Eyewear Issue Customer / Client Communications: Letters, Joining Instructions, History Sheets, Course Evaluations, Certificates and Customer Files 1 year from expiry 40 years 6 years 1 Monitoring and Measurement Calibration Records Issued Date: Page 4 of 5
5 Devices Environmental Aspects Records Compliance Obligations Records Evaluation of Compliance Records Waste Records Trade Effluent (Consent to Discharge) Records Emmissions Records 3 years 3 years CCTV records Images 28 days Issued Date: Page 5 of 5
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