An employee who wants to claim compensation for an injury at work from his employer must generally bring a claim within three years of the accident or injury, limiting the time records relating to the incident must be kept. However, work-related medical conditions may take years before they become apparent.
Here the claim must be made within three years from the time the employee became aware of the condition. Consequently, where employees are exposed to substances that can cause diseases with long latency periods, eg asbestos-related diseases, records including health, training, air monitoring, and supervision may be required decades later. However, proceedings in respect of an indictable offence to be heard at the Crown Court may be brought years after the alleged offence was committed.
Employers may keep records in any format, provided they are kept readily accessible and retrievable at any reasonable time for examination. There should be appropriate technical and organisational measures to ensure a level of security necessary to maintain ongoing confidentiality. Particular concerns exist about the ability to access and read electronic records over time, since the rapid pace of change in technology can make the software used to create the records obsolete, leaving the records unreadable.
Regular audits of the data should both demonstrate, and provide assurance of, its compliance with good practice standards such as ISO , the international standard on records management. Employers must justify the retention of confidential information. It must be necessary for health and safety reasons or to satisfy other legal obligations and the employee must have freely given explicit consent.
The processing of personal data must comply with principles designed to ensure that it must only used in a way that is fair, lawful and proportionate and accurate. These requirements apply to health and health surveillance records, exposure records and fit notes. For more detailed information, see your topic on Records and Record Keeping. Skip to main content. Home Feature Articles Keeping records: why, how and for how long? You are viewing free content from a subscription product Croner-i is a comprehensive knowledge and resource platform that enables professionals to stay ahead of change in their industry, with legislation, trends and best practice.
Printable version Share. Most records which are required to be kept by law are held centrally i. The following list is a summary of those. Unless a specific statutory provision has specified otherwise we have standardised the retention period of safety records to 6 years from the date of the activity.
The most important exceptions are that any record pertaining to Asbestos or to Health Surveillance in respect of hazardous substances which must be kept indefinitely. A fuller list of safety documentation is available in this document and the full retention schedule is on the Delivering Quality site. Records must be kept secure; be accurate; limited to what is necessary; processed lawfully and transparently; and collected for specific purposes.
For more information contact your data protection rep. Safety records may be disclosable by the BBC under Freedom of information legislation. The BBC. This site describes what the BBC does in relation to managing its health, safety and security risks and is intended for those who work directly for the BBC. See list in Legionella Management Policy and Plan for full details.
Asbestos Asbestos management records. Freedom of Information Team Information is available on request. Email: foi essex. Disclaimer Accessibility Privacy and Cookie Policy. All rights reserved.
Papers would also be kept by relevant committee secretary. University policy on publication of papers relating to formal University Committees. All reports of incidents and investigations are retained for FRAs. Records of arrangements with external service organisations. Information is kept on the Agresso system from onwards. Inspection reports and action plans not listed elsewhere on the schedule.
Previous report is kept for comparison purposes. Records of accidents and incidents including acts of violence to staff. Retention 3 years from 18th birthday if a child under Records of investigations into accidents and incidents. Notification of reportable accidents and incidents to relevant outside bodies. Reports and action plans not listed elsewhere on the schedule. Examination and testing records, repair and service records, reports and action plans in relation to plant, equipment, machinery and processes.
Visual inspection of work equipment eg trolleys, sack barrows, stepladders, kickstools, vehicles, workplace machinery. Blog Back to Blog. Visit now. Want a round-up of stories like this delivered to your inbox? But which ones should you keep and how long should you keep them? Health and Safety Executive Inspectors and Union Health and Safety Representatives have a legal right to inspect health and safety records. Details of the following should be kept in the file where applicable : 1.
Copies of other local health and safety policies, procedures or guidance given to staff or students 4. Genetic modification activity risk assessments.
Results of monitoring of designated radiation areas; other equipment maintenance and service records or at least a reference to what other records are kept and where these can be found ; Fire Drill Records — dates and performance [clearance time; details of any problems, etc. How long health and safety records should be kept? Five years is a good rule thumb for most health and safety records. Some records relating to health or environmental risks must be kept for longer periods.
Keeping health records Health records are not medically confidential documents. This is particularly relevant for: Infectious agents that have the potential to cause persistent or latent infections, or which may have serious long-term consequences i. Hazard Group 3 biological agents BBVs with potential for causing sub-clinical, chronic infections regarded as Category 1 Carcinogens , such as hepatitis B and hepatitis C.
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