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Documents and Records

What Records to Keep

There are extensive requirements in legislation to keep records and to dispose of them when they are no longer useful. The ´óÏó´«Ã½'s Document Schedule site provides a central register of these and identifies where they are held and for how long. Most records which are required to be kept by law are held centrally i.e. by one department on behalf of the whole ´óÏó´«Ã½. The following list is a summary of those

´óÏó´«Ã½ Safety

• Accident reports and investigations
• Risk assessments
• Safety inspections
• Copies of Personal Emergency Evacuation Plans
• Records of vetting of independent production companies
• Records of vetting of higher risk production suppliers
• Corporate policy and guidance.

Workplace

Keep records related to premises management including

• Asbestos register
• Plant maintenance records – such as lifts, air-conditioning, gas supply, water
• Fire Risk assessments and building fire manuals
• Portable Electrical Equipment tests

´óÏó´«Ã½ HR

• Occupational Health Records
• Sickness Absence

Academy

• Training Records

Insurance

• Information relating to personal injury and other claims

Departments

• Records relating to maintenance of equipment that they own or operate
• Local procedures and rules

Procurement

• Lists of vetted contractors

Document Retention

Unless a specific statutory provision has specified otherwise we have standardised the retention period of safety records to 6 years from the date of the activity. The most important exceptions are that any record pertaining to Asbestos or to Health Surveillance in respect of hazardous substances which must be kept indefinitely.

A fuller list of safety documentation is available in this document and the full retention schedule is on the Delivering Quality site.

Data Protection and Freedom of Information

Safety records containing personal information are covered by data protection legislation including the General Data Protection Regulations (GDPR). Records must be kept secure; be accurate; limited to what is necessary; processed lawfully and transparently; and collected for specific purposes. For more information contact your data protection rep.

Safety records may be disclosable by the ´óÏó´«Ã½ under Freedom of information legislation. The ´óÏó´«Ã½.co.uk/safety site forms part of the ´óÏó´«Ã½s publication register.

Recommended links

• [´óÏó´«Ã½ network only]