Retaining Employment Records

How long should employment records be kept after an employee has left?

Guidance for NHS Trusts and PCOs suggests the following (which is considered as an appropriate guide for practices to follow):

'Major' employment records (e.g. Personal files, letters of appointment, contracts, references & related correspondence)

  • Keep for 6 years after subject of file leaves service, or until subject's 70th birthday, whichever is the later. Only the summary needs to be kept to age 70; remainder of file can be destroyed 6 years after subject leaves service

'Minor' employment records (e.g. attendance books, annual leave records, duty rosters, clock cards, timesheets)

  • Keep for 2 years

Record retention policy

Subscribers to the members section of the FPM website can access a model Record Retention Policy in the practice administration index of the policies and procedures library. If you are not a member, have a look at the information about the benefits of membership and how to subscribe.

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