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.
Sources and study method
This independent lesson uses active recall, spaced retrieval and scenario practice. Read the full study method.