H&S Committee Minutes - Retention Period Options  Watch this topic  Print this topic » Normal Threaded

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fscott		#1 Posted : 23 February 2015 11:16:01(UTC)
Rank: Forum user		Can anyone help me out with guidance as to how long minutes from health and safety meetings should be held on file for? The minutes will never contain any direct references to personal data so Data Protection Regulations do not apply. If there is no official guidance I wouldn't mind knowing how long other organisation keep theirs on file for. The only guidance I can seem to find is via the CIPD website which states these should be kept indefinitely http://www.cipd.co.uk/hr-resources/fact ... cords.aspx.
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achrn		#2 Posted : 23 February 2015 11:34:56(UTC)
Rank: Super forum user		I keep ours indefinitely, though we only formed the formalised meeting in 1998 so have no records older than that. Also, we have lost (somehow) all records of meeting number 2 in September 1998.
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PIKEMAN		#3 Posted : 23 February 2015 12:46:12(UTC)
Rank: Super forum user		I would recommend 3 years - accidents are often discussed at these meetings, hence the minutes might be asked for if any civil claim is made.
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Tigers		#4 Posted : 23 February 2015 13:21:08(UTC)
Rank: Forum user		Is asbestos or are children's accidents part of your business as these are factors you may need to consider??
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fscott		#5 Posted : 23 February 2015 14:09:21(UTC)
Rank: Forum user		We are a small welding/fabrication business with no asbestos nor children's accidents anticipated for now.
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bob youel		#6 Posted : 23 February 2015 14:13:35(UTC)
Rank: Super forum user		As an example if a baby, young child is discussed the info may need to kept until that are 21 so look beyond simple areas I talked to a senior lawyer recently who had told his staff to throw away files/records and he said that it was less costly to pay the odd civil winner and very very rare fine than it was to retain and manage old documents especially where such documents could show poor management practices in a court - no morality there then!
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PIKEMAN		#7 Posted : 23 February 2015 14:43:06(UTC)
Rank: Super forum user		The answer is - to have a document retention policy for H&S docs. Agree what will be kept for how long and where and how - job done.
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fscott		#8 Posted : 23 February 2015 15:22:25(UTC)
Rank: Forum user		Pikeman wrote: The answer is - to have a document retention policy for H&S docs. Agree what will be kept for how long and where and how - job done. This is what I'm in the process of trying to write. I thought it was a bit cheeky to just ask if anyone had a policy that they wouldn't mind sharing that I could edit as appropriate so thought I'd one specific question as I research each area of what needs to be kept and for how long as I get to it.
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kenty		#9 Posted : 23 February 2015 15:42:04(UTC)
Rank: Forum user		I don't mind sharing ours if it helps. Something i cobbled together form various sources, including the national achieve (they have some really good information on document retention). Just PM me your email.
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Andrew Bober		#10 Posted : 23 February 2015 21:27:31(UTC)
Rank: Forum user		Worth having a look at the following: www.hse.gov.uk/foi/retention-schedule.htm http://www.cardiff.ac.uk...tention/recordreten.html http://www.croner-i.cron...132-96674477?f=templates$fn=hsab-frameset.htm$3.0 http://www.lboro.ac.uk/a.../ar/policy/dpact/recret/ http://forum.iosh.co.uk/...spx?g=posts&t=113747 Andrew
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Thomo		#11 Posted : 25 February 2015 09:15:45(UTC)
Rank: Forum user		Do you have ISO 9001 or would like in the future as this comes down under Control of Documents (4.2.3) and Control of Records (4.2.4).
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fscott		#12 Posted : 25 February 2015 09:33:40(UTC)
Rank: Forum user		Thanks everyone for your inputs I'll have a look at all the links etc in due course. Thomo - We don't have ISO9001 or any other accredited system but I'm trying to develop our H&S and environmental systems in a manner which would work in with the requirements of this should we ever decide to go down this route hence why I'm trying to formalise our document retention policy.
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A Kurdziel		#13 Posted : 25 February 2015 11:17:54(UTC)
Rank: Super forum user		I have recently gone through some old records at my place and as we are part of the civil service: we keep everything. I decided that any records of meeting from before 1998 can go and I would like to get rid of most of the stuff that is more than 5 years old. One problem with keeping records for a long time is that you discover that the same issues keep cropping up time and again!
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Thomo		#14 Posted : 25 February 2015 13:47:27(UTC)
Rank: Forum user		9001 this will help http://www.iso-9001-chec...4-control-of-records.htm
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ashleywillson		#15 Posted : 25 February 2015 15:52:59(UTC)
Rank: Super forum user		Normally I look at 5 years. However, if there is something of note I will archive it for longer (sometimes indefinitely). I actually apply this rule to nearly every piece of paperwork I have!
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