Training Records UK

Description of Business Function

The function of providing training and development opportunities for employees.

Basis of Retention and Disposition

Records are held (e.g. for 6 years) in case of any potential legal action / challenge relating to a training message or contract with a third party. The basis for this is under tort or time limit for actions on a simple contract within the Limitation Act 1980. This would also be a suitable period of time for keeping training records as reference materials.

There are Data Protection considerations for records of individual feedback.

Retention Rules Per Record Type

Record Type Minimum Retention Period Rationale
Training needs analysis Needs analysis complete + 6 years Based on business need and limitation period for legal action
Training development and delivery Course life span / delivery + 6 years Based on business need and limitation period for legal action
Records containing individual feedback on training and development programmes Completion of action taken following analysis of feedback Data Protection
Records documenting (anonymised) workforce feedback on training and development programmes Completion of Programme + 6 years Reference value and legal accountability

Citations

Please also see Employee records retention and disposal schedule published by The National Archives http://www.nationalarchives.gov.uk/documents/information-management/sched_personnel.pdf

Limitation Act 1980, s. 5, Time limit for actions founded on simple contract, “An action founded on simple contract shall not be brought after the expiration of six years from the date on which the cause of action accrued”

Limitation Act 1980, s. 2, Actions founded on tort, “An action founded on tort shall not be brought after the expiration of six years from the date on which the cause of action accrued”

Data Protection Act 1998, Sch. 1, Part I, 5th Principle, “Personal data processed for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes”

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