employee records retention

Managing different retention periods in individual employee files


http://www.records.nsw.gov.au/recordkeeping/government-recordkeeping-manual/guidance/recordkeeping-in-brief/recordkeeping-in-brief-24


Traditionally one employee file is kept for each employee. This often contains records relating to positions held, promotions, transfers or secondments, leave arrangements or separation. These files often have quite long retention periods. Therefore a design consideration may be to create other employee files for specific matters where the retention period is shorter and not place these records on the main employee file. These separate files can still be linked to the main employee file in records management system.

Categories of records that are sometimes placed on an individual's employee file that could be filed separately due to shorter retention periods are listed below:

Category of record Retention
Records relating to the counselling of employees, which may include trauma, financial, career or performance-based counselling. Retention period is 5 years after action completed, then destroy
Records relating to criminal records checks May be required under a memorandum of understanding with NSW or Federal Police to be destroyed within a 3-6 month period
Records documenting staff development A variety of short retention periods. See General retention and disposal authority: administrative records for more information.
Records relating to workers compensation not relating to serious injuries Retention period is 25 years after the action is completed.
Separating these matters can also ensure that records requiring more sensitive handling can be treated securely in line with privacy principles.