Retention Records

Children’s Records Retention Periods Status Authority
Children’s records –
including registers,
medication record
books and accident
record books
pertaining to the
children
A reasonable period of
time after children
have left the provision
(e.g. until after the
next Ofsted inspection)
Requirement Statutory Framework
for the Early Years
Foundation Stage
(given legal force by
Childcare Act 2006)
Accident record books
pertaining to the
children
Until the child reaches
the age of 21 – or until
the child reaches the
age of 24 for child
protection records
Recommendation Limitation Act 1980
Normal limitation rules
(which mean that an
individual can claim for
negligently caused
personal injury up to 3
years after, or
deliberately caused
personal injury up to 6
years after the event)
are postponed until a
child reaches 18
Records of any
reportable death,
injury, disease or
dangerous occurrence
6 years after
employment ceases
Recommendation Chartered Institute of
Personnel and
Development
Personnel Records Retention Periods Status Authority
DBS check 6 months Recommendation DBS Code of Practice
The following basic
information should be
retained after the
certificate is
destroyed: the date of
issue; the name of the
subject; the type of
disclosure; the position
for which the
disclosure was
requested; the unique
reference number; and
the details of the
recruitment decision
taken
Health & Safety Retention Periods Status Authority
Staff accident records
(for organisations with
10 or more employees)
3 years after the date
the record was made
(there are separate
rules for the recording
of accidents involving
hazardous substances)
Requirement Social Security (Claims
and Payments)
Regulations 1979
Records of any
reportable death,
injury, disease or
dangerous occurrence
3 years after the date
the record was made
Requirement The Reporting of
Injuries, Diseases and
Dangerous
Occurrences
Regulations 1995
(RIDDOR) (as
amended)
Accident/medical
records as specified by
the Control of
Substances Hazardous
to Health Regulations
(COSHH)
40 years from the date
of the last entry
Requirement The Control of
Substances Hazardous
to Health Regulations
2002 (COSHH)
Assessments under
Health and Safety
Regulations and
records of
consultations with
safety representatives
Permanently Recommendation Chartered Institute of
Personnel and
Development
Financial Records Retention Periods Status Authority
Accounting records 3 years from the end
of the financial year for
private companies, 6
years for PLC
Requirement Companies Act 2006
Administration
Records
Retention Periods Status Authority
Employers’ liability
insurance records
For as long as possible Recommendation Health and Safety
Executive