Health and Safety Records Retention Schedule
(Records Containing Personal Information)
The following minimum retention periods relate to all personal information, regardless of the format in which it is stored. The list is not exhaustive, but provides guidance as to best practice. This retention schedule should be read in conjunction with the University's Data Protection Policy.
| Type of Record | Minimum Retention Period | Location | Reason for Length of Period |
|---|---|---|---|
| Pre-employment health screening questionnaire | During employment plus 3 years | Occupational Health | Management of Health and Safety at Work Regulations 1999 |
| Occupational Health Records - health surveillance and medical records relating to risk assessments or incidents occurring at work |
40 years | Occupational Health/Health, Safety and Environment Office | Management of Health and Safety at Work Regulations 1999 Noise at Work Regulations 1989 |
| Occupational Health Records where reason for termination of employment is connected with health, including stress related illness | During employment plus 3 years | Personnel, Occupational Health | Limitation period for personal injury claims (there may be circumstances where it is not practical to separate these from other Occupational Health Records) |
| Health surveillance and medical records plus air monitoring and/or biological monitoring etc. kept by reason of the Control of Substances Hazardous to Health Regulations 2002 |
5 years or 40 years in respect of specific individuals | Health, Safety and Environmental Office | Control of Substances Hazardous to Health Regulations 2002 |
| Records relating to asbestos, medical records, training records, suspect incidents of potential exposure |
40 years | Estates, Health, Safety and Environmental Office | Control of Asbestos at Work Regulations 2002 |
| Ionizing Radiation Records | 50 years after last entry | Radiation Protection Officer | Ionizing Radiations Regulations 1999 |