Activity | Record group | Retention period | Citations and notes |
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Health and safety strategy development | Records documenting the development and establishment of the institution's health and safety strategy: key records. | Superseded + 10 years | Institutional business requirements. |
Health and safety strategy, policy and procedures development | Records documenting the development and establishment of the institution's health and safety strategy, policies, and procedures: working papers. | Issue of document + 1 year | Institutional business requirements. |
Health and safety management policy development | Records documenting the development and establishment of the institution's policies on health and safety: key records. | Superseded + 50 years | The Health and Safety at Work etc. Act 1974 (c.37), s 2(3) requires every employer to have '... a written statement of his general policy with respect to the health and safety at work of his employees and the organisation and arrangements for ... carrying out that policy ...'.
These records also meet the requirement to document the institution's health and safety arrangements for the planning, organisation, control, monitoring and review of preventive and protective measures, as set out by Regulation 5(2) of the Management of Health and Safety at Work Regulations 1999 (SI 1999/3242).
Retaining previous versions provides evidence of compliance and effective management of health and safety over time. |
Health and safety management procedure development | Master copies of procedures relating to the management of health and safety. | Superseded + 50 years | These records meet the requirement to document the institution's health and safety arrangements for the planning, organisation, control, monitoring and review of preventive and protective measures, as set out by Regulation 5(2) of the Management of Health and Safety at Work Regulations 1999 (SI 1999/3242).
Retaining previous versions provides evidence of compliance and effective management of health and safety over time. |
Health and safety inspection | Records documenting the conduct and results of health and safety inspections of the institution's land, buildings, facilities or operations, and action taken to address issues raised. | Date of inspection + 5 years OR Superseded + 1 year | Retaining previous versions provides evidence of compliance and effective management of health and safety over time. |
Health and safety audit | Records documenting the conduct and results of health and safety audits. | Completion of audit + 5 years | Retaining previous versions provides evidence of compliance and effective management of health and safety over time. |
Health and safety consultation | Notifications of appointments of safety representatives by trade unions under Regulation 3 of the Safety Representatives and Safety Committees Regulations 1977 (SI 1977/500). | Termination of appointment + 1 year | The Safety Representatives and Safety Committees Regulations (SI 1977/500) does not prescribe a retention period for these records.
The Health and Safety (Consultation with Employees) Regulations (SI 1996/1513) does not prescribe a retention period for these records. |
Health and safety audit | Records documenting the provision of time off, and other facilities and assistance, for safety representatives appointed under the Safety Representatives and Safety Committees Regulations 1977 SI 1977/500). | Current year + 5 years | The Safety Representatives and Safety Committees Regulations (SI 1977/500) does not prescribe a retention period for these records.
The Health and Safety (Consultation with Employees) Regulations (SI 1996 /1513) does not prescribe a retention period for these records. |
Health and safety consultation | Consultations and other communications with safety representatives appointed under the Safety Representatives and Safety Committees Regulations 1977 (SI 1977/500). | Current year + 50 years | The Safety Representatives and Safety Committees Regulations (SI 1977/500) does not prescribe a retention period for these records.
The Health and Safety (Consultation with Employees) Regulations (SI 1996 /1513) does not prescribe a retention period for these records. |
Health and safety consultation | Records documenting the establishment of a safety committee to fulfil the institution's duty under s 2(7) of the Health and Safety at Work etc. Act 1974 (c. 37) and in accordance with Regulation 9 of the Safety Representatives and Safety Committees Regulations 1977 (SI 1977/500). Includes records documenting the objectives, role, functions, composition and administration of the committee. | Dissolution of committee + 50 years | The Safety Representatives and Safety Committees Regulations (SI 1977/500) does not prescribe a retention period for these records.
The Health and Safety (Consultation with Employees) Regulations (SI 1996 /1513) does not prescribe a retention period for these records. |
Health and safety consultation | Records documenting the election of members of a safety committee formed under the Safety Representatives and Safety Committees Regulations 1977 (SI 1977/500). | Completion of election + 1 year | The Safety Representatives and Safety Committees Regulations (SI 1977/500) does not prescribe a retention period for these records.
The Health and Safety (Consultation with Employees) Regulations (SI 1996 /1513) does not prescribe a retention period for these records. |
Health and safety consultation | Records documenting the proceedings and decisions of a safety committee formed under the Safety Representatives and Safety Committees Regulations 1977 (SI 1977/500). | Current year + 50 years | The Safety Representatives and Safety Committees Regulations (SI 1977/500) does not prescribe a retention period for these records.
The Health and Safety (Consultation with Employees) Regulations (SI 1996 /1513) does not prescribe a retention period for these records. |
Health and safety consultation | Records documenting the election of representatives of employee safety under the Health and Safety (Consultation with Employees) Regulations 1996 (SI 1996/1513). | Completion of election + 1 year | The Safety Representatives and Safety Committees Regulations (SI 1977/500) does not prescribe a retention period for these records.
The Health and Safety (Consultation with Employees) Regulations (SI 1996 /1513) does not prescribe a retention period for these records. |
Health and safety consultation | Records documenting consultations and other communications with representatives of employee safety elected under the Health and Safety (Consultation with Employees) Regulations 1996 (SI 1996/1513), or with all employees directly. | Current year + 50 years | The Safety Representatives and Safety Committees Regulations (SI 1977/500) does not prescribe a retention period for these records.
The Health and Safety (Consultation with Employees) Regulations (SI 1996 /1513) does not prescribe a retention period for these records. |
Health and safety consultation | Records documenting the provision of training (specifically related to their functions as representatives) for representatives of employee safety elected under the Health and Safety (Consultation with Employees) Regulations 1996 (SI 1996/1513). | Current year + 5 years | The Safety Representatives and Safety Committees Regulations (SI 1977/500) does not prescribe a retention period for these records.
The Health and Safety (Consultation with Employees) Regulations (SI 1996 /1513) does not prescribe a retention period for these records. |
Health and safety consultation | Records documenting the provision of time off, and other facilities and assistance, for representatives of employee safety appointed under the Health and Safety (Consultation with Employees) Regulations 1996 (SI 1996/1513). | Current year + 5 years | The Safety Representatives and Safety Committees Regulations (SI 1977/500) does not prescribe a retention period for these records.
The Health and Safety (Consultation with Employees) Regulations (SI 1996 /1513) does not prescribe a retention period for these records. |
Health and safety information, instruction and training provision | Records documenting the provision of health and safety information, instruction and training for employees, students and others, except where specified elsewhere in this Records Retention Schedule. | Current year + 5 years or Superseded + 5 years | The following regulations require information, instruction and training to be provided but do not prescribe retention periods for records relating to this activity: The Electricity at Work Regulations (SI 1989/635) Health and Safety Information for Employees Regulations (SI 1990/606) The Health and Safety (Display Screen Equipment) Regulations (SI 1992/2792) The Manual Handling Operations Regulations (SI 1992/2793) The Health and Safety (Safety Signs and Signals) Regulations (SI 1996/341) The Provision and Use of Work Equipment Regulations (SI 1998/2306) The Management of Health and Safety at Work Regulations (SI 1999/3242) |
Health and safety hazard identification and risk assessment | Records documenting the conduct, review and revision of risk assessments made to fulfil the institution's duties under Regulation 3 of the Management of Health and Safety at Work Regulations 1999 (SI 1999/3242) and except where specified elsewhere in this Records Retention Schedule. | Superseded + 5 years | The Management of Health and Safety at Work Regulations (SI 1999/3242) does not prescribe a retention period for these records.
As a minimum, risk assessments should be retained until they are superseded.
Retaining previous versions provides evidence of compliance and effective management of health and safety over time. |
Health and safety hazard exposure control - display screen equipment | Records documenting the conduct, review and revision of assessments of risks to health and safety created by using workstations, to fulfil the institution's duties under Regulation 2 of the Health and Safety (Display Screen) Equipment Regulations 1992 (SI 1992/2792). | Superseded + 10 years | The Health and Safety (Display Screen Equipment) Regulations (SI 1992/2792) does not prescribe a retention period for these records.
As a minimum, risk assessments should be retained until they are superseded.
Retaining previous versions provides evidence of compliance and effective management of health and safety over time. |
Health and safety hazard exposure control - display screen equipment | Records documenting the provision of training and information for employees using workstations, to fulfil the institution's duties under Regulations 6 and 7 of the Health and Safety (Display Screen) Equipment Regulations 1992 (SI 1992/2792). | Superseded + 5 years | The Health and Safety (Display Screen Equipment) Regulations (SI 1992/2792) does not prescribe a retention period for these records. |
Health and safety hazard exposure control - noise | Records documenting the conduct, review and revision of assessments of the risks to health and safety created by exposure to noise, made to fulfil the institution's duties under Regulation 5 of the Control of Noise at Work Regulations 2005 (SI 2005/1643). | Superseded + 10 years | Control of Noise at Work Regulations (SI 2005/1643) does not prescribe a retention period for these records.
Retaining previous versions provides evidence of compliance and effective management of health and safety over time. |
Health and safety hazard exposure control - noise | Records documenting the provision of personal protective equipment to employees, to fulfil the institution's duties under Regulation 7of the Control of Noise at Work Regulations 2005 (SI 2005/1643). | Return of issued equipment + 1 year | Common audit requirement
A record of the issue of personal protective equipment should be included in an employee's staff record. See HUMAN RESOURCES MANAGEMENT - EMPLOYEE CONTRACT MANAGEMENT. |
Health and safety hazard exposure control - noise | Records documenting the maintenance of equipment provided to control exposure to noise, to fulfil the institution's duties under Regulation 8 of the Control of Noise at Work Regulations 2005 (SI 2005/1643). | Date of examination/test/repair + 5 years | Control of Noise at Work Regulations (SI 2005/1643) does not prescribe a retention period for these records.
Retaining previous versions provides evidence of compliance and effective management of health and safety over time. |
Health and safety hazard exposure control - noise | Records documenting health surveillance of employees who are exposed to noise, carried out to fulfil the institution's duties under Regulation 9 of the Control of Noise at Work Regulations 2005 (SI 2005/1643). | Date of last entry in record + 40 years | Control of Noise at Work Regulations (SI 2005/1643) does not specify a retention period for these records. |
Health and safety hazard exposure control - noise | Records documenting the provision of information, instruction and training for employees who are exposed to noise, to fulfil the institution's duties under Regulation 10 of the Control of Noise at Work Regulations 2005 (SI 2005/1643). | Superseded + 10 years | Control of Noise at Work Regulations (SI 2005/1643) does not prescribe a retention period for these records.
Retaining previous versions provides evidence of compliance and effective management of health and safety over time. |
Health and safety hazard exposure control - hazardous substances | List of employees exposed to Group 3 or Group 4 biological agents, and records of exposures, accidents and incidents involving these agents, required by Control of Substances Hazardous to Health Regulations 2002 (SI 2002/2677), Schedule 3, para. 4. | Current + 40 years | The Control of Substances Hazardous to Health Regulations (SI 2002/2677) Regulation 7(10) and Schedule 3, para. 4(3) |
Health and safety hazard exposure control - hazardous substances | Records documenting the conduct, review and revision of assessments of the risks to health created by work with substances hazardous to health, to fulfil the institution's duties under Regulation 6 of the Control of Substances Hazardous to Health Regulations 2002 (SI 2002/2677). | Superseded + 10 years | The Control of Substances Hazardous to Health Regulations (SI 2002/2677) does not prescribe a retention period for these records.
Retaining previous versions provides evidence of compliance and effective management of health and safety over time.
A longer retention period may be appropriate if there have been potentially dangerous exposures. |
Health and safety hazard exposure control - hazardous substances | Records documenting the maintenance of equipment provided to control exposure to substances hazardous to health, to fulfil the institution's duties under Regulation 9 of the Control of Substances Hazardous to Health Regulations 2002 (SI 2002/2677). | Date of examination/test/repair + 5 years | The Control of Substances Hazardous to Health Regulations (SI 2002/2677) Regulation 9(4) |
Health and safety hazard exposure control - hazardous substances | Records documenting the conduct and results of monitoring the personal exposures of individual employees to substances hazardous to health, to fulfil the institution's duties under Regulation 10 of the Control of Substances Hazardous to Health Regulations 2002 (SI 2002/2677). | Last entry + 40 years | The Control of Substances Hazardous to Health Regulations (SI 2002/2677) Regulation 10(5)(a) |
Health and safety hazard exposure control - hazardous substances | Records documenting the conduct and results of monitoring employees' general exposure to substances hazardous to health, to fulfil the institution's duties under Regulation 10 of the Control of Substances Hazardous to Health Regulations 2002 (SI 2002/2677). | Last entry + 5 years | The Control of Substances Hazardous to Health Regulations (SI 2002/2677) Regulation 10(5)(b) |
Health and safety hazard exposure control - hazardous substances | Records documenting health surveillance of individual employees who are exposed to substances hazardous to health, to fulfil the institution's duties under Regulation 11 of the Control of Substances Hazardous to Health Regulations 2002 (SI 2002/2677). | Date of last entry in record + 40 years | The Control of Substances Hazardous to Health Regulations (SI 2002/2677) Regulation 11(3) |
Health and safety hazard exposure control - hazardous substances | Records documenting the provision of information, instruction and training for employees who are exposed to substances hazardous to health, to fulfil the institution's duties under Regulation 12 of the Control of Substances Hazardous to Health Regulations 2002 (SI 2002/2677). | Superseded + 10 years | The Control of Substances Hazardous to Health Regulations (SI 2002/2677) does not prescribe a retention period for these records.
Retaining previous versions provides evidence of compliance and effective management of health and safety over time.
A longer retention period may be appropriate if there have been potentially dangerous exposures. |
Health and safety hazard exposure control - hazardous substances | Records documenting the development of plans and information to deal with accidents, incidents and emergencies related to the presence of substances hazardous to health, to fulfil the institution's duties under Regulation 13 of the Control of Substances Hazardous to Health Regulations 2002 (SI 2002/2677). | Superseded + 10 years | The Control of Substances Hazardous to Health Regulations (SI 2002/2677) does not prescribe a retention period for these records.
Retaining previous versions provides evidence of compliance and effective management of health and safety over time. |
Health and safety hazard exposure control - hazardous substances | Records documenting the institution's response to accidents, incidents and emergencies involving substances hazardous to health, to fulfil the institution's duties under Regulation 13 of the Control of Substances Hazardous to Health Regulations 2002 (SI 2002/2677). | Last action on event + 10 years | The Control of Substances Hazardous to Health Regulations (SI 2002/2677) does not prescribe a retention period for these records.
Retaining records for a long period provides evidence of effective management of emergency situations.
A longer retention period may be appropriate if there have been potentially dangerous exposures. |
Health and safety hazard Exposure control (non-ionising radiation) | Records documenting controlling and investigating exposure, assessing the risks to health, providing and maintain equipment to control exposure following ICNiRP guidelines, providing information, instruction and training for employees who are exposed to non-ionising radiation, monitoring levels of non-ionising radiation, testing to detect leakage from articles or equipment transmitting non-ionising radiations. | Date of inspection/test/repair/training + 5 years | EC Directives 2013/35/EC + ICNiRP guidelines |
Health and safety hazard exposure control - lead | Records documenting the conduct, review and revision of assessments of the risks to health created by work involving lead, to fulfil the institution's duties under Regulation 5 of the Control of Lead at Work Regulations 2002 (SI 2002/2676). | Superseded + 10 years | The Control of Substances Hazardous to Health Regulations (SI 2002/2676) Regulation 5 implies that the records should be retained until the risk assessment is superseded.
Retaining previous versions provides evidence of compliance and effective management of health and safety over time.
A longer retention period may be appropriate if there have been potentially dangerous exposures. |
Health and safety hazard exposure control - lead | Records documenting the maintenance of equipment provided to control exposure to lead, to fulfil the institution's duties under Regulation 8 of the Control of Lead at Work Regulations 2002 (SI 2002/2676). | Date of examination/test/repair + 5 years | The Control of Substances Hazardous to Health Regulations (SI 2002/2676) Regulation 8(4) |
Health and safety hazard exposure control - lead | Records documenting the conduct and results of monitoring employees' general exposure to lead (in air), to fulfil the institution's duties under Regulation 9 of the Control of Lead at Work Regulations 2002 (SI 2002/2676). | Last entry + 5 years | The Control of Substances Hazardous to Health Regulations (SI 2002/2676) Regulation 9(4) |
Health and safety hazard exposure control - lead | Records documenting medical surveillance of individual employees who are exposed to lead, to fulfil the institution's duties under Regulation 10 of the Control of Lead at Work Regulations 2002 (SI 2002/2676). | Date of last entry on record + 40 years | The Control of Substances Hazardous to Health Regulations (SI 2002/2676) Regulation 10(5) |
Health and safety hazard exposure control - lead | Records documenting the provision of information, instruction and training for employees who are exposed to lead, to fulfil the institution's duties under Regulation 11 of the Control of Lead at Work Regulations 2002 (SI 2002/2676). | Superseded + 10 years | The Control of Substances Hazardous to Health Regulations (SI 2002/2676) does not prescribe a retention period for these records.
Retaining previous versions provides evidence of compliance and effective management of health and safety over time.
A longer retention period may be appropriate if there have been potentially dangerous exposures. |
Health and safety hazard exposure control - lead | Records documenting the development of plans and information to deal with accidents, incidents and emergencies related to the presence of lead, to fulfil the institution's duties under Regulation 12 of the Control of Lead at Work Regulations 2002 (SI 2002/2676). | Superseded + 10 years | The Control of Substances Hazardous to Health Regulations (SI 2002/2676) does not prescribe a retention period for these records.
Retaining previous versions provides evidence of compliance and effective management of health and safety over time. |
Health and safety hazard exposure control - lead | Records documenting the institution's response to accidents, incidents and emergencies involving lead, to fulfil the institution's duties under Regulation 12 of the Control of Lead at Work Regulations 2002 (SI 2002/2676). | Last action on event + 10 years | The Control of Substances Hazardous to Health Regulations (SI 2002/2676) does not prescribe a retention period for these records.
Retaining records for a long period provides evidence of effective management of emergency situations.
A longer retention period may be appropriate if there have been potentially dangerous exposures. |
Health and safety hazard exposure control - asbestos | Records documenting assessments of the presence and condition of asbestos, as required by Regulation 5 of the Control of Asbestos Regulations 2012 (SI 2012/632). | Completion of work to which the assessment relates + 10 years | Control of Asbestos Regulations (SI 2012/632) does not prescribe a retention period for these records.
Retaining assessments provides evidence of effective management of risks over time. |
Health and safety hazard exposure control - asbestos | Records documenting the conduct, review and revision of assessments of the risks to health created by exposure to asbestos, to fulfil the institution's duties under Regulation 6 of the Control of Asbestos Regulations 2012 (SI 2012/632). | Superseded + 10 years | Control of Asbestos Regulations (SI 2012/632) does not specify a retention period for these records.
Retaining previous versions provides evidence of compliance and effective management of health and safety over time.
A longer retention period may be appropriate if there have been potentially dangerous exposures. |
Health and safety hazard exposure control – asbestos | Plans of work for undertaking work with asbestos, as required by Regulation 7 of the Control of Asbestos Regulations 2012 (SI 2012/632). | Completion of work to which plan relates. | Control of Asbestos Regulations (SI 2012/632) Regulation 7(2) |
Health and safety hazard exposure control - asbestos | Records documenting notifications to enforcing authorities of proposed work with asbestos, to fulfil the institution's duties under Regulation 9 of the Control of Asbestos Regulations 2012 (SI 2012/632). | Duration of work + 10 years | Control of Asbestos Regulations (SI 2012/632) Regulation 9 does not prescribe a retention period for these records.
Retaining assessments provides evidence of effective management of risks associated with works carried out. |
Health and safety hazard exposure control - asbestos | Records documenting the provision of information, instruction and training for employees who are exposed to asbestos, to fulfil the institution's duties under Regulation 10 of the Control of Asbestos Regulations 2012 (SI 2012/632). | Superseded + 10 years | Control of Asbestos Regulations (SI 2012/632) Regulation 10 does not prescribe a retention period for these records.
Retaining previous versions provides evidence of compliance and effective management of health and safety over time.
A longer retention period may be appropriate if there have been potentially dangerous exposures. |
Health and safety hazard exposure control - asbestos | Records documenting the maintenance of equipment provided to control exposure to asbestos, to fulfil the institution's duties under Regulation 13 of the Control of Asbestos Regulations 2012 (SI 2012/632). | Date of examination/test/repair + 5 years | Control of Asbestos Regulations (SI 2012/632) Regulation 13(3) |
Health and safety hazard exposure control - asbestos | Records documenting the development of plans and information to deal with accidents, incidents and emergencies related to the presence of asbestos, to fulfil the institution's duties under Regulation 15 of the Control of Asbestos Regulations 2012 (SI 2012/632). | Superseded + 10 years | Control of Asbestos Regulations (SI 2012/632) Regulation 15 does not prescribe a retention period for these records.
Retaining previous versions provides evidence of compliance and effective management of health and safety over time. |
Health and safety hazard exposure control - asbestos | Records documenting the institution's response to accidents, incidents and emergencies involving asbestos, to fulfil its duties under Regulation 15 of the Control of Asbestos Regulations 2012 (SI 2012/632). | Last action on event + 10 years | Control of Asbestos Regulations (SI 2012/632) Regulation 15 does not prescribe a retention period for these records.
Retaining records for a long period provides evidence of effective management of emergency situations.
A longer retention period may be appropriate if there have been potentially dangerous exposures. |
Health and safety hazard exposure control - asbestos | Records documenting the conduct and results of monitoring the personal exposures of individual employees (who are required to be under medical surveillance) to asbestos, to fulfil the institution's duties under Regulation 19 of the Control of Asbestos Regulations 2012 (SI 2012/632). | Date of monitoring + 40 years | Control of Asbestos Regulations (SI 2012/632) Regulation 19(4)(a) |
Health and safety hazard exposure control - asbestos | Records documenting the conduct and results of monitoring employees' general exposure to asbestos, to fulfil the institution's duties under Regulation 19 of the Control of Asbestos Regulations 2012 (SI 2012/632). | Date of monitoring + 5 years | Control of Asbestos Regulations (SI 2012/632) Regulation 19(4)(b) |
Health and safety hazard exposure control - asbestos | Records documenting medical surveillance of individual employees who are exposed to asbestos, to fulfil the institution's duties under Regulation 22 of the Control of Asbestos Regulations 2012 (SI 2012/632). | Date of last entry on record + 40 years | Control of Asbestos Regulations (SI 2012/632) Regulation 22(1)(b) |
Health and safety hazard exposure control – asbestos | Employer's copies of certificates of medical examinations of identifiable employees who are exposed to asbestos, as required by Regulation 22 of the Control of Asbestos Regulations 2012 (SI 2012/632). | Date of certificate + 4 years | Control of Asbestos Regulations (SI 2012/632) Regulation 22(4)
In practice, these are likely to be retained as part of the health records required by Regulation 22 of SI 2012/632. |
Health and safety hazard exposure control - ionising radiation | Records documenting the conduct, review and revision of assessments of the risks to health created by work with ionising radiation, to fulfil the institution's duties under Regulation 7 of the Ionising Radiations Regulations 2017 (SI 2017/1075). | Superseded + 10 years | Ionising Radiations Regulations (SI 2017/1075) Regulation 7 does not prescribe a retention period for these records.
Retaining previous versions provides evidence of compliance and effective management of health and safety over time.
A longer retention period may be appropriate if there have been potentially dangerous exposures. |
Health and safety hazard exposure control - ionising radiation | Records documenting the maintenance of personal protective equipment provided to control exposure to ionising radiation, to fulfil the institution's duties under Regulation 10 of the Ionising Radiations Regulations 2017 (SI 2017/1075). | Date of examination/test/repair + 2 years | Ionising Radiations Regulations (SI 2017/1075) Regulation 10(2) |
Health and safety hazard exposure control - ionising radiation | Records documenting the maintenance of other equipment provided to control exposure to ionising radiation, to fulfil the institution's duties under Regulation 10 of the Ionising Radiations Regulations 2017 (SI 2017/1075). | Date of examination/test/repair + 5 years | Ionising Radiations Regulations (SI 2017/1075) does not prescribe a retention period for these records. |
Health and safety hazard exposure control - ionising radiation | Records documenting the preparation of contingency plans to deal with radiation accidents, to fulfil the institution's duties under Regulation 12 of the Ionising Radiations Regulations 2017 (SI 2017/1075). | Superseded | Ionising Radiations Regulations (SI 2017/1075) does not prescribe a retention period for these records. |
Health and safety hazard exposure control - ionising radiation | Records documenting the provision of information, instruction and training for employees who are exposed to ionising radiation, to fulfil the institution's duties under Regulation 14 of the Ionising Radiations Regulations 2017 (SI 2017/1075). | Superseded + 10 years | SI 1999/3232 does not prescribe a retention period for these records.
Retaining previous versions provides evidence of compliance and effective management of health and safety over time.
A longer retention period may be appropriate if there have been potentially dangerous exposures. |
Health and safety hazard exposure control - ionising radiation | Records documenting the maintenance and testing of equipment for monitoring levels of ionising radiation, to fulfil the institution's duties under Regulation 19 of the Ionising Radiations Regulations 2017 (SI 2017/1075). | Date of maintenance/testing + 2 years | Ionising Radiations Regulations (SI 2017/1075) Regulation 19(4)(c) |
Health and safety hazard exposure control - ionising radiation | Records documenting the monitoring of levels of ionising radiation in designated controlled areas, to fulfil the institution's duties under Regulation 19 of the Ionising Radiations Regulations 2017 (SI 2017/1075). | Date of monitoring + 2 years | Ionising Radiations Regulations (SI 2017/1075) Regulation 19(4)(c) |
Health and safety hazard exposure control - ionising radiation | Records documenting assessments of doses of ionising radiation received by 'classified persons' which are likely to be significant, to fulfil the institution's duties under Regulation 21 of the Ionising Radiations Regulations 2017 (SI 2017/1075). | Date of assessment + 50 years OR Until the employee reaches (or would have reached, if deceased) 75 years, whichever is the later. | Ionising Radiations Regulations (SI 2017/1075) Regulation 21(3)(a)
Dose records are usually made and maintained by a dosimetry service on behalf of an employer. A dosimetry service provides summaries of dose records to an employer on whose behalf it makes and maintains the records. |
Health and safety hazard exposure control - ionising radiation | Summaries of dose records, as required by Regulation 21 of the Ionising Radiations Regulations 2017 (SI 2017/1075). | Current year + 2 years | Ionising Radiations Regulations (SI 2017/1075) Regulation 21(7) |
Health and safety hazard exposure control - ionising radiation | Records documenting investigations into the exposure of 'classified persons' to ionising radiation, to fulfil the institution's duties under Regulation 22 of the Ionising Radiations Regulations 2017 (SI 2017/1075). | Date of report of investigation + 2 years | Ionising Radiations Regulations (SI 2017/1075) Regulation 22(4) |
Health and safety hazard exposure control - ionising radiation | Records documenting assessments of individual doses of ionising radiation received as a result of a radiation accident, to fulfil the institution's duties under Regulation 23 of the Ionising Radiations Regulations 2017 (SI 2017/1075). | Date of accident + 50 years OR Until the employee reaches (or would have reached, if deceased) 75 years, whichever is the later. | Ionising Radiations Regulations (SI 2017/1075) Regulation 23(2)(b) |
Health and safety hazard exposure control - ionising radiation | Records documenting medical surveillance of individual employees who are exposed to ionising radiation and are required to be under medical surveillance, to fulfil the institution's duties under Regulation 24 of the Ionising Radiations Regulations 2017 (SI 2017/1075). | Date of last entry + 50 years OR Until the employee reaches (or would have reached, if deceased) 75 years, whichever is the later. | Ionising Radiations Regulations (SI 2017/1075) Regulation 24(3) |
Health and safety hazard exposure control - ionising radiation | Reports of immediate investigations into possible overexposure to ionising radiation, to fulfil the institution's duties under Regulation 25 of the Ionising Radiations Regulations 2017 (SI 2017/1075). | Date of report of investigation + 2 years | Ionising Radiations Regulations (SI 2017/1075) Regulation 25(2)(a) |
Health and safety hazard exposure control - ionising radiation | Reports of investigations into occurrences of overexposure to ionising radiation, to fulfil the institution's duties under Regulation 25 of the Ionising Radiations Regulations 2017 (SI 2017/1075). | Date of report + 50 years OR Until the employee reaches (or would have reached, if deceased) 75 years, whichever is the later. | Ionising Radiations Regulations (SI 2017/1075) Regulation 25(2)(b) |
Health and safety hazard exposure control - ionising radiation | Records documenting tests to detect leakage from articles containing or embodying radioactive substances, to fulfil the institution's duties under Regulation 27 of the Ionising Radiations Regulations 2017 (SI 2017/1075). | Completion of subsequent test on article OR Disposal of article + 2 years. | Ionising Radiations Regulations (SI 2017/1075) Regulation 27(3) |
Health and safety hazard exposure control - ionising radiation | Records of the quantity and location of radioactive substances, to fulfil the institution's duties under Regulation 28 of the Ionising Radiations Regulations 2017 (SI 2017/1075). | Disposal of radioactive substance + 2 years OR Date of record + 2 years, whichever is the longer. | Ionising Radiations Regulations (SI 2017/1075) Regulation 28 |
Health and safety incident recording, reporting and investigation | Records documenting immediate investigations into possible accidental release or theft of radioactive substances, where no release or theft was found to have occurred, to fulfil the institution's duties under Regulation 30 of the Ionising Radiations Regulations 2012 (SI 2012/632). | Date of report + 2 years | Ionising Radiations Regulations (SI 2017/1075) Regulation 30 |
Health and safety incident recording, reporting and investigation | Records documenting immediate investigations into possible accidental release or theft of radioactive substances, where accidental release or theft was found to have occurred, to fulfil the institution's duties under Regulation 30 of the Ionising Radiations Regulations 2012 (SI 2012/632). | Date of report + 50 years | Ionising Radiations Regulations (SI 2017/1075) Regulation 30 |
Health and safety incident recording, reporting and investigation | Records of injuries, dangerous occurrences and outbreaks of notifiable diseases on the institution's premises, to fulfil the institution's duties under Regulation 7 of the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (SI 2013/1471). | Date of recording + 3 years | The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (SI 2013/1471) Regulation 7(3) The Social Security (Claims and Payments) Amendment (No. 3) Regulations (SI 1993/2113) Regulation 2
The contents of records to be kept are specified in Schedule 4 of (SI 2013/1471). |
Health and safety incident recording, reporting and investigation | Records documenting the investigation of accidents, dangerous occurrences and outbreaks of notifiable diseases on the institution's premises. | Closure of investigation + 40 years | Limitation Act 1980 c. 58 s 11 |
Health and safety incident recording, reporting and investigation | Records documenting the notification and reporting (to the relevant enforcing authorities) of reportable accidents, dangerous occurrences and outbreaks of notifiable diseases to enforcing authorities. | Date of notification + 3 years | The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (SI 2013/1471) Regulation 7(3) |
Health and safety incident management | Records documenting the conduct, review and revision of fire safety risk assessments to fulfil the institution's duties under Article 9 of the Regulatory Reform (Fire Safety) Order 2005 (SI 2005/1541) or Section 53 and/or Section 54 of the Fire (Scotland) Act 2005 (asp 5). | Superseded + 5 years | Neither SI 2005/1541 nor 2005 asp 5 prescribes a retention period for these records.
Retaining previous versions provides evidence of compliance and effective management of health and safety over time. |
Health and safety incident management | Records documenting fire safety arrangements made to fulfil the institution's duties under Article 11 of the Regulatory Reform (Fire Safety) Order 2005 (SI 2005/1541). | Superseded + 5 years | SI 2005/1541 does not prescribe a retention period for these records.
Retaining previous versions provides evidence of compliance and effective management of health and safety over time. |
Health and safety incident management | Records documenting the nomination of 'competent persons' to implement fire-fighting measures to fulfil the institution's duties under Article 13 of the Regulatory Reform (Fire Safety) Order 2005 (SI 2005/1541). | Termination of status as 'competent person' | SI 2005/1541 does not prescribe a retention period for these records.
Retention of these records must comply with the provisions of the Data Protection Act 2018 and General Data Protection Regulation (GDPR) (EU) 2016/679.
'Competent persons' in this context are often referred to as 'fire wardens' or similar. |
Health and safety incident management | Records documenting the provision of role-specific training for 'competent persons' to implement fire-fighting measures in the institution's premises to fulfil the institution's duties under Article 13 of the Regulatory Reform (Fire Safety) Order 2005 (SI 2005/1541). | Current year + 5 years OR Superseded + 5 years | SI 2005/1541 does not prescribe a retention period for these records.
Retaining information about previous training provides evidence of compliance and effective management of health and safety over time. |
Health and safety incident management | Records documenting the conduct, review and revision of assessments of requirements for fire-fighting equipment and for fire detectors and alarms to fulfil the institution's duties under Article 13 of the Regulatory Reform (Fire Safety) Order 2005 (SI 2005/1541). | Review of assessment + 5 years | SI 2005/1541 does not prescribe a retention period for these records.
Retaining information about previous assessments provides evidence of compliance and effective management of health and safety over time. |
Health and safety incident management | Records documenting the maintenance of premises, facilities and equipment to fulfil the institution's duties under Article 17 of the Regulatory Reform (Fire Safety) Order 2005 (SI 2005/1541). | Current year + 5 years | SI 2005/1541 does not prescribe a retention period for these records.
Retaining maintenance history provides evidence of compliance and effective management of health and safety over time.
Also see: ESTATE MANAGEMENT - PREMISES MAINTENANCE; FACILITIES MANAGEMENT - FACILITIES MAINTENANCE; EQUIPMENT and CONSUMABLES MANAGEMENT - EQUIPMENT MAINTENANCE. |
Health and safety incident management | Records documenting the appointment of 'competent persons' to assist in implementing fire safety measures to fulfil the institution's duties under Article 18 of the Regulatory Reform (Fire Safety) Order 2005 (SI 2005/1541). | Termination of status as 'competent person' | SI 2005/1541 does not prescribe a retention period for these records.
'Competent persons' in this context are often referred to as 'fire wardens' or similar. |
Health and safety incident management | Records documenting the conduct and review of safety drills to fulfil the institution's duties under Article 15 of the Regulatory Reform (Fire safety) Order 2005 (SI 2005/1541). | Current year + 5 years OR Superseded + 5 years | SI 2005/1541 does not prescribe a retention period for these records.
Retaining information about previous drills etc. provides evidence of compliance and effective management of health and safety over time. |
Health and safety incident management | Records documenting arrangements with external emergency services for the provision of first-aid, emergency medical care, fire-fighting and rescue services (including the provision of information on the institution's emergency procedures and arrangements) to fulfil the institution's duties under Article 16 of the Regulatory Reform (Fire Safety) Order 2005 (SI 2005/1541). | Current year + 5 years OR Superseded + 5 years | SI 2005/1541 does not prescribe a retention period for these records.
Retaining information about previous arrangements provides evidence of compliance and effective management of health and safety over time. |
Health and safety incident management | Records documenting the maintenance of premises, facilities and equipment provided for the use by, or the protection of, fire-fighters to fulfil the institution's duties under Article 38 of the Regulatory Reform (Fire Safety) Order 2005 (SI 2005/1541). | Current year + 5 years | SI 2005/1541 does not prescribe a retention period for these records.
Retaining maintenance history provides evidence of compliance and effective management of health and safety over time.
Also see: ESTATE MANAGEMENT - PREMISES MAINTENANCE; FACILITIES MANAGEMENT - FACILITIES MAINTENANCE; EQUIPMENT and CONSUMABLES MANAGEMENT - EQUIPMENT MAINTENANCE. |
Health and safety incident management | Records documenting the provision of fire safety training to employees to fulfil the institution's duties under Article 21 of the Regulatory Reform (Fire Safety) Order 2005 (SI 2005/1541). | Current year + 5 years OR Superseded + 5 years | SI 2005/1541 does not prescribe a retention period for these records.
Retaining information about previous training provides evidence of compliance and effective management of health and safety over time. |
Health and safety incident management | Records documenting the appointment of first aiders. | Termination of appointment | Institutional business requirements. |
Health and safety incident management | Records documenting the provision of approved training for first aiders to fulfil the institution's duties under Regulation 3 of the Health and Safety (First Aid) Regulations 1981 (SI 1981/917). | Current year + 3 years OR Superseded + 3 years | SI 1981/917 does not prescribe a retention period for these records.
Retaining information about previous training provides evidence of compliance and effective management of health and safety over time. |
Health and safety incident management | Records documenting the provision of information about first aid arrangements to employees, to fulfil the institution's duties under Regulation 4 of the Health and Safety (First Aid) Regulations 1981 (SI 1981/917). | Superseded + 3 years | SI 1981/917 does not prescribe a retention period for these records.
Retaining previous information provides evidence of compliance and effective management of health and safety over time |
Health and safety incident management | Records documenting the conduct, review and revision of assessments of requirements for first aid facilities, equipment and trained personnel to fulfil the institution's duties under Regulation 3 of the Health and Safety (First Aid) Regulations 1981 (SI 1981/917). | Superseded + 3 years | SI 1981/917 does not prescribe a retention period for these records.
Retaining information about previous arrangements provides evidence of compliance and effective management of health and safety over time. |