In all businesses you will have a variety of different types of records that you need to keep. Many of those will relate directly to your workforce. We help you navigate through what you need and how long you need it for.
Are there any specific records I have to legally keep?
You need to keep hold of the the following records. Scroll through the carousel to view.
Do all records have statutory retention periods?
General employee records do not require a specific retention period.
However, you need to consider several issues here.
Employees can make tribunal claims after they have left your employment
What are the statutory retention periods for information?
The statutory retention periods are:
Accident Books and Reports
Three years from the date of the last entry.
Income Tax & NI Returns
Three years after the end of the financial year to which they relate.
Related to Asbestos, Hazardous substances and biological tests 40 years from the date of last entry.
Medical examination Certificates
Four years from the date of issue.
Statutory Maternity Pay
Three years after the ned of the tax year in which the maternity period ends.
Wage/Salary records plus overtime and expenses
National Minimum Wage
Three years after the end of the pay reference period.
Records relating to working hours
Two years from the date on which they were made.
Are there any rules around how records should be kept?
Yes. The Data Protection Act (DPA) requires that you keep all data safe and secure and that it cannot be accessed by anybody who isn’t authorised to access it for the purpose in which it was collected.
Checklist: Keeping your records safe
You’ll need to make sure you have appropriate filing systems in place to keep your records organised and secure. Login to save this checklist to your profile for future use – as you work through the list, any checkboxes that are ticked or unticked will be automatically saved to your profile. (To register to join and enjoy the benefits of membership click on the link at the top right of the page. It will only take a few minutes to create your profile).