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Health and Safety Documentation retention and archiving timelines
Rank: Forum user 
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Dear All
Please can you help me pull together a one stop shop for Health and Safety Documentation retention and archiving timelines, i can't seem to find anything which covers all the various different assessments and regulations.
much appreciated
Matt
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Rank: Forum user
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when referenced as one stop shop, this is not for financial gain. (Purely for information only) and would be more than happy to share output with all contributors
Matt
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Rank: Forum user
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From a quick search from the forums i was able to come across some really good links and past responses (Validation required).
Material Safety Data Sheets 5 years
COSHH Assessment forms 40 years
Training (Employee HR)
Fire Alarm, Maintenance and Practice Drills Site 5 years
Lifting Equipment Inspection and Testing Site 5 years
Risk Assessments Undertaken Site 5 years
Radiation Equipment Safeguard Testing Site 25 years
First-Aid Personnel 5 years
Fork-lift Drivers 5 years
Pressure Systems 5 years
Mobile Platform operators 5 years
Site Safety Inspections 5 years
Site Safety Audits 5 years
Site Safety Committee Minutes 5 years
Statutory Inspections 5 years
Safety Organisation Structure and Appointments 5 years
Visits of Enforcement/Inspection Agencies Site/Corporate 10 years
Health Monitoring 40 years
Accident and Incident Reports 10 years
Permit to Work Documents 5 years
Site Health and Safety Files 25 years
Machinery and Safety Devices Declarations Site 10 years
Details of relevant Surveys undertaken and outcomes 40 years
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Rank: Forum user
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Hi
Now I've got a problem :-)
COSHH Assessment forms 40 years
I don't do COSHH assessment forms per se; I only do them as part of the risk assessment for an activity using a chemical. And it gets worse because I've got over 500 safety data sheets and I lump most of the risk management together. It's not reasonably practicable to do an assessment on every chemical. So we use good laboratory practice for 99% of them, and pick out those methods that use the most hazardous chemicals for special consideration, usually just a fume cupboard.
So now I have to keep all my risk assessments for 40 years - I'm not going to be around in this role much longer (I hope) so how on earth do I manage that when I'm gone?
I doubt there'll be a direct replacement for me, and frankly like most places lip service is paid to safety.
So I guess just document to someone (but who) that these documents need to be kept, in effect, for ever.
Ho Hum
Graham
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Rank: Super forum user 
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To be honest, the retention periods listed above imho are bogus. I know that Lifting Equipment records need to be kept for the life of the equipment plus 2 years and as far as I am aware COSHH assessments do not need to be kept at all but the health surveillance records for COSHH need to be kept for 40 years. Asbestos tests also need to be kept for 40 years which is not on the list.
I think, Matthew, that you would be best seeing what you have and then checking the Regs and ACOPs for actual information rather than relying on forum posts which appear to be what people actually do rather than what is required by law.
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Rank: Forum user
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I was under the opinion that their are no set times for document retention?
I would have hoped that all safety material was retained whilst it remained relevant and discarded when it was not?
Surely, if litigation claims, as advertised on the TV, have a 3 year expiry date, why would we keep documentation for 20 years or 25?
Of course I do advocate looking at stats, included within assessments for example, for analysis and trend indentification but for 20 25 or 40 years???
That cannot be right...
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Rank: Forum user
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Rank: Forum user
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elevation wrote:Surely, if litigation claims, as advertised on the TV, have a 3 year expiry date, why would we keep documentation for 20 years or 25? quote] Unfortunately where an accident occurs to an individual under the age of 18, the individual has until 21 years of age to file the claim. If the claim is in relation to an occupational disease, for example mesothelioma, a claim may not be filed for many years after the individual has left the company, due to the long latency period for the disease to develop. The national archieves have some useful information for pulling together retention schedules. These guides can be found at: http://www.nationalarchi...=r&keyword=retention
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Rank: Forum user
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kenty Excellent point on Mesothelioma... Kenty wrote:elevation wrote:Surely, if litigation claims, as advertised on the TV, have a 3 year expiry date, why would we keep documentation for 20 years or 25? quote] Unfortunately where an accident occurs to an individual under the age of 18, the individual has until 21 years of age to file the claim. If the claim is in relation to an occupational disease, for example mesothelioma, a claim may not be filed for many years after the individual has left the company, due to the long latency period for the disease to develop. The national archieves have some useful information for pulling together retention schedules. These guides can be found at: http://www.nationalarchi...=r&keyword=retention
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Rank: Forum user
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elevation wrote:Surely, if litigation claims, as advertised on the TV, have a 3 year expiry date, why would we keep documentation for 20 years or 25? Claims must be logged for injury/illness must be lodged with the court within 3 years of them becoming known. So in the case of a workplace injury, these will almost always be 3 year from the date of the accident but in the case of occupational illnesses it is three years from the date of diagnosis which can often be many years after the event
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Rank: Forum user
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I am glad that this is providing a stimulating conversation / debate
Thanks Hilary / Fscott / Elevation / Kenty for your view points, and consideration regarding LOLER / COSHH and Asbestos.
I had ruled out the keeping of records of minors until 21 as i wasn't envisaging this impacting on my area of focus, but as a one stop shop it should do really.
With reference to the original posts i did state that they need to be validated. (What a mammoth task that is turning out to be). It would be good if the HSE was to post an over arching document that had all this data on it so that companies could strive to be compliant.
Its not moral or ethical but ... i can see why some schools of thought think it is easier to have a clean slate and pay the litigation fee .... perhaps its easier all round).
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Rank: Super forum user 
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hilary wrote:the health surveillance records for COSHH need to be kept for 40 years. . To expand 40 years from last entry for the individual ! Chris
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Rank: Forum user
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Validated
COSHH general assessment 5 years (reg 10 5(b))
COSHH Personal identifiable 40 years (reg 10 5(a))
COSHH Medical reports of employees who are, or are liable to be, exposed to substances hazardous to health 40 years from date of last entry for each individual (Reg 11 (3))
COSHH Record of examination and maintenance of control equipment 5 years (reg 9)
MSDS 10 years from last manufacture REACH Article 36.1
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Rank: Forum user
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Hilary is correct the list needs validating and previously posted material on the forum is not 100% accurate.
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Health and Safety Documentation retention and archiving timelines
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