Rank: Forum user 
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Good day all I hope someone can help me I am looking at how long or for what period of time HSE records and files should be kept for? for exmple, risk assesments, Inspection records, Control measures in place etc. is there any law or regulation for a set amount of time to keep these records and where can I find it.
Any help or info will be greately appreciated.
Thank you
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Rank: Forum user
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This is a difficult question to answer because most organisations have to regard the records as potential evidence for both criminal and civil case investigations.
Since civil cases may be initiated within three years of the date of knowledge of a loss (e.g. health problem etc.) and someone may only become aware of the health problem 15-30 years after the exposure, the amount of time you need to keep the records may depend on the risks in the workplace.
Lucy
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Rank: Forum user
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As a rule of thumb it's three years.
If you have a look at the Limitation Act http://www.legislation.g...fs/ukpga_19800058_en.pdf
Duly if you keep your doc's for that length of time you'll not go far wrong.
However, there are things like Asbestos etc that take longer to manifest. There are different requirements for length of time that asbestos records (CAR 2006) are held under Reg 22 Health Records and Medical Surveillance: 40 Years.
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Rank: Super forum user
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As James says, there are things that need to be kept up to 40 years (statutory requirements). This includes certain items in relation to health records from COSHH, asbestos and radiation. Certificates of insurance must be kept for 40 years.
Conversely there are items that only need to be retained until superseded.
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Rank: Super forum user
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Jane
Up to 50 years with radiation records and in common with all others it is from the date of last entry or termination of employment for an individuals record.
Mind you nobody is required to look after them if the company ceases trading.
Bob
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Rank: Super forum user
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boblewis wrote:Jane
Up to 50 years with radiation records and in common with all others it is from the date of last entry or termination of employment for an individuals record.
Mind you nobody is required to look after them if the company ceases trading.
Bob
True - my list was sloppy and was to illustrate that the three year rule of thumb was not very reliable in certain areas. I should have said 40 years or more.
Actually for some of the IRR requirements 50 years is the minimum figure, and records need to be kept until the person is 75 years of age.
I am more concerned about orphaned sources than lost personal records!
Jane
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Rank: Super forum user
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Jane - Know the feeling after the radiographers "misplaced" a source post some NDT work on a power station. It seems they forgot they had sent it off site already:-) 4 days later their mate returned and reminded them!!! Guess what my comments included?:-)
You are right though too many people try to standardise with 3,5, 6 and 10 being the most popular because they fit in with many standard archive procedures. The county courts are ruthless - 6 years and they go - it is not up to them topreserve other peoples' papers
Bob
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