Definition
The systematic approach to creating, organising, retaining, and disposing of employee-related documents and data throughout the employment lifecycle. It covers everything from recruitment records and contracts to payroll data, performance reviews, and disciplinary files.
UK Context
UK employee records management must comply with the UK GDPR and Data Protection Act 2018. The Information Commissioner's Office provides an Employment Practices Code. HMRC requires payroll records to be kept for six years. Specific retention periods apply to different types of records, and employers must have a lawful basis for processing all employee data.
Best Practices
- Maintain a records retention schedule that specifies how long each type of record is kept and when it should be securely destroyed
- Store employee records securely with access restricted to authorised personnel on a need-to-know basis
- Conduct regular audits of employee records to ensure compliance with data protection requirements and retention schedules
Frequently Asked Questions
How long should employee records be kept after an employee leaves?
Different records have different retention periods. Payroll and tax records must be kept for 6 years. Accident records for 3 years from the date of the last entry. Other employment records are typically kept for 6 years to cover the limitation period for most legal claims.
Can employees access their personnel files?
Yes, under the UK GDPR, employees have the right to make a Data Subject Access Request to see the personal data held about them. The employer must respond within one calendar month and provide the information free of charge. Third-party personal data should be redacted.