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UCD Records Management and Freedom of Information

Aonad Bainistíochta Taifead & Saoráil Faisnéise UCD

UCD HR Retention Policy and Schedule
All human resource employee records created and received by the University or its officers and employees in the course of their official duties, will be held in clectronic format only. These records will be retained as outlined in the schedule below to ensure that the legal, administrative, financial and operational requirements of the University are met.

This retention policy and schedule will be reviewed periodically in light of experience and any legal amendments to data protection law.

Approved August 2011

Please note In light of the General Data Protection Regulation (GDPR) this schedule is currently under review

General classes of records held
by University HR departments.
Default retention period: This is the suggested time period for which these electronic records should be held based on legal precedence and experience elsewhere
Final disposition: After the retention period expires these electronic records should be deleted.
Annual/sick leave records 4 years Dispose of the electronic version of this document retaining a full audit history
Time sheets 3 years See above
Records of staff training 5 years See above

Unsolicited applications for
positions

1 year See above
Competition files The content of files relating to competitions for posts varies between organisations. Some material (listed separately below) should be retained indefinitely. The bulk of material should be retained for two years after the competition is closed. See above
Vacancy notification Retain for 2 years after closing of competition See above
Advert copies Retain for 2 years after closing of competition See above
Job description Retain for duration of employment. On retirement or resignation hold for a further six years. See above
Applications and CV’s of
candidates who are called
for interview
Retain for 2 years after closing of competition See above
Selection criteria Retain indefinitely See above
Candidates not qualified or
short listed
Retain list of candidates who applied, but destroy material such as application forms and CV's after 2 years. See above
Candidates short listed but
not successful at interview
or who are successful but
do not accept offer
Retain for 2 years then destroy See above
Interview Board marking sheet
and Interview Board notes
Retain for duration of employment. On retirement or resignation hold for a further six years. See above
Panel recommendation by
Interview Board
Retain for duration of employment. On retirement or resignation hold for a further six years. See above
Assessment Boards report files Retain for duration of employment. On retirement or resignation hold for a further six years. See above
Promotions Board files Retain for duration of employment. On retirement or resignation hold for a further six years. See above
Promotion Boards assessment
report files
Retain for duration of employment. On retirement or resignation hold for a further six years. See above
Superannuation/pension/
retirement records
Retain until pensioner and dependent spouse are deceased and dependent children are finished full time education plus 3 years. See above
Staff Personnel Files Retain for duration of employment. On retirement or resignation hold for a further six years but retain service records for superannuation/pension purposes. Destroy remainder listed below. See above
Application/CV See above See above
PAF See above See above
Employee set up form See above See above
Email/Correspondence See above See above
References See above See above
Recruitment medical See above See above
Contract/Job specification/
Job description
See above See above
Probation forms See above See above
Parental leave Retain for 8 years See above
Discipline records Hold on personal file/disciplinary file for duration of employment plus six years after resignation/retirement, then destroy. Where disciplinary policy provides for earlier removal destroy but keep a record that a warning was issued. Where the matter involved criminal activity these records should be retained indefinitely. See above
Allegations and complaints Where the complaint is found to be untrue or unwarranted make a note on personal file index that a complaint was made, but there is no need to keep detailed documentation or refer back to previous cases if further separate allegations are made in the future. See above
Occupational health records Depending on the types of materials to which the staff member was exposed (e.g. carcinogens) the health screening reports may need to be retained for up to 40 years. Consult with your local Health & Safety Officer about retention periods for this class of record. See above
Pre-employment medical
reports
Retain on personal file for duration of employment plus 6 years. See above
Industrial relations files Hold policy documents and the history of their evolution indefinitely. See above
Agreements-pay and others Retain indefinitely See above

Leave policy

Retain indefinitely See above
Employment policy Retain indefinitely See above
Surveys/reports Retain indefinitely See above
Union correspondence Retain indefinitely See above
Individual industrial relations
issues
Retain indefinitely See above
Minutes of meetings Retain indefinitely See above
Labour Court Recommendations Retain indefinitely See above
Contracts for services
Examples of contracts for services that may be held by Personnel/HR departments include EAP contracts with service providers and contracts with healthcare professionals.
Retain for the duration of the contract plus six years See above