Retention schedule

Staffordshire County Council is required by the Lord Chancellor’s Code of Practice on the Management of Records issued under Section 46 of the Freedom of Information Act 2000 to have and to implement a records retention and disposal schedule.

Contents

Retention and disposal policies - Health and safety

Accident and incident reporting and investigation (adults)

  • Retention: Retain records 3 years after end of investigation
  • Disposal: Destroy
  • Authority: Social Security (Claims and Payments) Regulations 1979, Reg. 25(3) / Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995, Reg. 7.
  • Scope: Reporting and investigation of accidents or incidents, accidents, violent or aggressive conduct involving adults

Accident and incident reporting and investigation (children) 

  • Retention: Retain records 21 years after date of birth
  • Disposal: Destroy
  • Authority: Social Security (Claims and Payments) Regulations 1979, Reg. 25(3)  /  Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995, Reg. 7.
  • Scope: Reporting and investigation of accidents or incidents, accidents, violent or aggressive conduct involving children

Advice provision

  • Retention: Retain records 6 years after date created
  • Disposal: Destroy
  • Authority: Based on a 6-year period in which an action can be brought in the case of negligence under Limitation Act 1980 s.14A
  • Scope: Provision of health and safety advice and support

Hazardous substances control

  • Retention: Retain records 100 years after date created / Retain records until disposal or demolition of affected premises or end of operations involving hazardous substances
  • Disposal: Destroy / Transfer copy to new owner of premises at disposal
  • Authority: Based on a period in which an action can be brought in the case of negligence under Limitation Act 1980 s.14A and Control of Substances Hazardous to Health   Regulations 2002 Reg. 10 (5) / Control of Lead at Work Regulations 2002 Reg.10, / Control of Asbestos Regulations 2012 Reg.22 / Ionising Radiations Regulations 1999 Reg. 24
  • Scope: Surveying, testing, identification, monitoring, risk assessment, management plans, records of control measures plans of work, licences, notifications of works  and remediation or demolition works including work operations and processes involving hazardous substances Excluding individual health surveillance and exposure monitoring

Health surveillance and exposure monitoring 

  • Retention: Retain identifiable individual’s records until 75th birthday or 40 years after last medical assessment or exposure monitoring period (50 years if working with or exposed to ionising radiation)
  • Disposal: Destroy Note: Should SCC cease to exist monitoring records should be provided to Health and Safety Executive (HSE)
  • Authority: Control of Substances Hazardous to Health   Regulations 2002 Reg. 10 (5)   Control of Lead at Work Regulations 2002 Reg.10,   Control of Asbestos Regulations 2012 Reg.22 Ionising Radiations Regulations 1999 Reg. 24
  • Scope: Health and exposure monitoring of employees (identifiable individuals) working with or exposed to substances hazardous to health

Health assessment 

  • Retention: Retain records 6 years after last assessment
  • Disposal: Destroy
  • Authority: Based on a 6-year period in which an action can be brought in the case of negligence under Limitation Act 1980 s.14A
  • Scope: Manager referred and self‐referred employee health assessment records

Pre-employment health screening

  • Retention: Retain records 1 year after date created
  • Disposal: Destroy
  • Authority: SCC business need
  • Scope: Pre‐employment health screening assessment

Risk assessment 

  • Retention: Retain records 6 years after assessment has been superseded
  • Disposal: Destroy
  • Authority: Based on a 6-year period in which an action can be brought in the case of negligence under Limitation Act 1980 s.14A
  • Scope:  Identification, assessment of, and planning to mitigate risks including operational activities, individual or groups of employees, service users, first aid, machinery and equipment, premises and plant, service users and health and safety audits Excluding hazardous substances