Hello All

I checked this forum before posting and the last time I can see that this topic was  discussed on here was back in August 2016. Today I need to raise it again as I have been asked to include a retention period for DSE Assessments within the DSE Policy.

Back in August 2016 on the IOSH Discussion Forum on this topic, there were many different takes on the query with regards to retention periods for DSE Assessments.  Due to there being the potential for noted health conditions associated with DSE Work such as RSI which may gradually develop over a period of time;  a number of sugggestions on the forum recommended retaining assessments for a period of 40 years. We employ over three and a half thousand staff so that would be a lot of assessments being retained; doubt we would even have the room for storage of them though yes they could be stored electronically but I personally don't see the point although I have no problem being corrected on my opinion.

However I liked one persons recommendation that you retain the first assessment undertaken by all users and their last assessment.  My opinion is that retaining assesments undertaken between these periods would not prove of any benefit unless an assessment raised issues which required actioning; then yes I would recommend that this should be retained but any others where no issues were identified could be destroyed on completion of a new assessment (generally on an annual basis unless otherwise required). Should a user leave their employer; then the first and last assessment could be retained in their personnel file (along with assessments which may have idenified issues).

I also believe that organisations need to demonstrate that they manage DSE within the workplace to assist with prevention of ill-health associated with DSE use. We have trained local DSE Assessors who will assist all users undertaking  their assessments; and where a complex medical condition is declared; the users are referred to DSE Assessors within the Corporate Health and Safety Team of which I am one. Each line manager will be responsible for recording names of users and date of assessments and if issues were addressed action dates. These will be stored on a spreadsheet and maintained .All users will undergo DSE Training and are advised to contact the Corporate Health and Safety Team should they have any queries abou the assessment process.  They will all have access to the DSE Policy.

I am relatively new to this organisation and as such am revising their DSE Management Policy and their process and I would like to include the retention period for assessments within the Policy.

Your opinion on this matter would be greatly appreciated and my own personal opinions are not set in stone so I welcome all advice and guidance on this topic.

Greatly appreciated

Deborah

Hi Nic168

Thank you so much for your reply; extremely helpful.

I have checked out the data protection element to these forms with our GDPR/Data Protection Team.  They advised me that as long as we have a section on the form detailing how we will be using the information they provided on the form and who we will be sharing this information with along with ensuring it is stored by users' line managers in a confidential manner ie fireproof locked cabinet or scanned in and stored on our inhouse database, they could not perceive there to be any issues.  Where they did express concerns where with regards to reports which come in from Access to Work, an organisation I use here in Ireland, who undertake a more in-depth assessment of users with disabilities; they generally also part-fund any specialist equipment required. So I need to investigate this further.

I aim to retain the first and last DSE Assessment and should they leave employment with this organisation; move these assessments to their personnel file - our HR Department retain personnel files for 100 years - not sure where they came up with this period but certainly covers the 40 years period :).

I will be providing training to all local DSE Assessors on a three yearly basis; while all other staff will be undertaking an online DSE Course which we will have input into modules to be covered; training records will be retained but you know I never thought about retention periods for these but you have given me some food for thought as we may now need to retain these for 40 years so thank you very much for that!

All users will complete their DSE Checklists/Assessments with the assistance of their Local DSE Assessor who will note any additional information on a section provided within the form.  They will meet users' line managers to get sign off and instigate any actions required.

For persons with diagnosed medical conditions/disabilities, the user is referred to myself or my colleague for an assessment to be undertaken and in some instances, Access to Work are contacted.

Its basically learn as we go Nic isn't it; especially in areas where there is no defined criteria set; such as retention of assessment  forms.

Once again Nic; thank you so much for your guidance.

Deborah