Ch 14.5 - Personnel records
Storage of personnel records
Personnel records span recruitment, sick leave, medical insurance, salary, appraisals, evaluations and severance. They must not be kept longer than necessary. While someone is a current employee there is a legitimate reason to retain their data; once they leave, that reason diminishes. Some local laws (company, employment, health and safety, tax, social security) require retention for set periods.
| Stage | Retention position |
|---|---|
| Current employee | Employer has a legitimate reason to retain the data |
| After employment ends | Reasons to retain diminish; change internal access to the records |
| Statutory retention | Company, employment, health & safety, tax and social security law may require retention |
| No longer needed | Data that must be kept should be securely archived with restricted access |
After someone leaves
There is unlikely to be a day-to-day HR need to access former-employee records, so change internal access and securely archive the data that must be retained.
Key terms - quick answers
What is “Storage limitation”?
The principle that personal data must not be retained for longer than necessary for the purposes processed.
What is “Secure archiving”?
Restricting access to a former employee's records and storing them securely once daily HR access is no longer needed.