Healthwatch Shropshire Records Retention Policy
Records Retention and Disposal policy
Reviewed: 4 June 2024
Next Review: August 2026
Introduction
This policy sets out the retention and disposal arrangements for records and documents held by Healthwatch Shropshire (HWS). This policy applies to both paper and electronic records (files and emails).
The purpose of this policy is firstly to ensure HWS adheres to the requirements of the Data Protection Act, Principle 5 that:
Personal data processed for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
Secondly, the policy also aims to ensure that for all other information, a practical balance is struck so that sufficient information is kept but consideration is given to the constraints of physical and server space.
Staff and volunteers are responsible for completing and maintaining accurate records relating to their own delivery activity and must maintain good practice in the management of their working papers and records.
Staff are responsible for the organisation, maintenance, storage, archiving and disposal of records relating to their area of work. The Chief Officer is responsible for personnel records, financial records and official documents.
| Type of document | Period that they should be retained | |
| Personnel records | ||
| Unsuccessful job applications | Six months after date of application | |
| Ex-staff personnel files | Seven years | |
| Appraisal reports | Seven years | |
| Staff references | Seven years | |
| Verbal warning | Personnel file for 12 months | |
| Written warning | Personnel file for 12 months | |
| Final written warning | Personnel file for 12 months or in exceptional circumstances this may be longer | |
| Disclosure & Barring records | Refer to ‘Policy for DBS Secure Storage, Handling, Use, Retention & disposal of Disclosures and Disclosure Information’ | |
| Unsuccessful volunteer applicants | Six months after date of application | |
| Ex-volunteer files | One year after leaving | |
| Associate Membership records | For the duration of an individual’s or organisation’s membership | |
| Company Information | ||
| Finance records | Seven years or longer under certain circumstances, as described here: Running a limited company: your responsibilities: Company and accounting records - GOV.UK (www.gov.uk) | |
| HWS Board & Committee Minutes | In perpetuity | |
| Restricted/unrestricted charitable activities including offer letters and contract information | Seven years after completion, unless otherwise specified by contract, SLA or funding arrangements | |
|
HWS Evaluations, monitoring and questionnaires for external organisations
|
Results to be kept as restricted/unrestricted charitable activities i.e. seven years or longer if specified by funding. Original documents, such as questionnaires to be kept for 12 months unless advised otherwise in funding agreement. | |
| Insurance records including policies, schedules and claims | ||
| Employers Liability | In perpetuity | |
| Public Liability | Seven years | |
| All other insurance policies | Seven years | |
| Research grant records | ||
| Unsuccessful applicants | Six months after date of application | |
| Successful applicants | Seven years | |
| Final reports | In perpetuity | |
| HWS service data | ||
| Survey & questionnaire original responses | One year | |
| Survey & questionnaire final reports | In perpetuity | |
| Comments received | Personal data deleted six months after initial contact unless communication is still ongoing or there are exceptional circumstances. Anonymised form of the record kept in perpetuity. | |
| Independent Health Complaints Advocacy records | Personal data (service user records) deleted a minimum of six years after expiry of this contract. Anonymised form of the record kept in perpetuity. | |
| Enter & View Planning meeting records | 7 years after report published | |
| Enter & View Visit notes | 7 years after report published | |
| Enter & View records Draft reports | 7 years after report published | |
| Enter & View records Final reports | In perpetuity | |
| External meetings – HWS individuals’ notes | Two years | |
| External meetings - Official papers and minutes | One year | |
| External organisations’ communications e.g. newsletters, updates, etc | Six months, except Healthwatch England in perpetuity. | |
Disposal of records
When disposing of paper records containing personal or confidential data, HWS individuals will use a crosscut shredder. When disposing of PCs or laptops, HWS will take necessary steps to ensure personal data is no longer accessible.
Disposal of other paper and electronic records should be managed by the Information Officer.
Termination or transfer of the existing contract
Upon termination or transfer of the existing contract, appropriate measures to ensure security of records will be put in place.
Downloads
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