I would like to canvass opinion on the issue of when you can destroy servicing records.

Firstly I am basically talking about things like Emergency Lighting service and fire alarm certificates etc so for instance these are supposed to be done 6 monthly to a year so if for instance you have a cert completed in Aug 11 and then you have these things re-serviced Aug 12 and have the Aug 12 paperwork can you then destroy the Aug 11 paperwork or does anyone know of a legal implication of doing this and if so what exact time limit is stipulated.

Secondly, What about Assessments lets say Specifically Fire Risk assessment which as we all know should be completed or at least reviewed yearly so if you outsource this do you need to keep all those old ones too because you would think as soon as you recieve the new one the old assessment is not valid anymore.

Baring in mind of course the fire assessment may include keeping all fuel sources to a minimum hence getting rid of paperwork above (He said with tongue in cheek)

Interested in hearing peoples opinion and thanks in advance!!

Alan

Alan
Someone sent this to me a while back

Records and Archiving

Hazardous Substances
A, Material Safety Data Sheets
B, COSHH Assessment forms 40 years
2 Training
3 Fire Alarm, Maintenance and Practice Drills Site 5 years
4 Lifting Equipment Inspection and Testing Site 5 years
5 Risk Assessments Undertaken Site 5 years
6 Radiation Equipment Safeguard Testing Site 25 years
7 First-Aid Personnel 5 years
8 Fork-lift Drivers 5 years
9 Pressure Systems 5 years
10 Mobile Platform operators 5 years
11 Site Safety Inspections 5 years
12 Site Safety Audits 5 years
13 Site Safety Committee Minutes 5 years
14 Statutory Inspections 5 years
15 Safety Organisation Structure and Appointments 5 years
16 Visits of Enforcement/Inspection Agencies Site/Corporate 10 years
17 Health Monitoring 40 years
18 Accident and Incident Reports 10 years
19 Permit to Work Documents 5 years
20 Site Health and Safety Files 25 years
21 Machinery and Safety Devices Declarations Site 10 years
22 Details of relevant Surveys undertaken and outcomes 40 years


Statutory only.

Working time: 2 years from date on which record made (not H&S really!)
Workplace accidents / ill health: 3 years after date of last entry.

Records of monitoring of exposures to hazardous substances (when exposure monitoring is required under COSHH– Reg. 10(5) General exposure – 5 years

Genetically Modified Organisms (Contained Use) Regulations – 10 years

Persons exposed to Hazard Group 3 microbiological agents COSHH Schedule 3,
40 years from date of last entry

Control of Lead at Work [CLAW] Reg. 9(4), 18(4); Personal exposure of identifiable employee – 40 years

Health records of personnel under occupational health surveillance;
COSHH Reg. 11(3); CLAW – Reg. 10(3); Control of Asbestos at Work – Reg. 10(5))
40 years from last exposure or entry on the record

Radiation dose records and health records for classified persons
Ionising Radiations Regulations 1999 – Reg. 21(3)
50 years, or until age 75 of the individual, whichever the longer.

CDM Safety File: For life of building (not actually specified as a legal requirement as far as can see but . . . )

Basically advise to keep other records (select from anyone elses or your own list) which may be relevant to defend civil claims, min. 3 years, but could be longer. Even prosecutions can take a while but you probably know when this is a possibility.
You may want to set a 'policy' for retention or you could get overwhelmed,