Personnel File Management

Target Audience

Who Should Read This Policy

All Trust staff including

contracted workers and staff
seconded to the Trust from    
other organisations

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Ref. Contents Page

1.0 Introduction 4
2.0 Purpose 4
3.0 Objectives 4
4.0 Process 4
4.1 Types of Employment Records Retained by the Trust 4
4.2 Creation of Personnel Files 5
4.3 Content of Personnel Files 5
4.4 Retention and Storage of Personnel Files 6
4.5 Access to Personnel Files 6
4.6 Transfer/ Transport of Personnel Files 6
4.7 Terminated Employee Personnel Files 7
4.8 Retention and Destruction of Personnel Files 7
4.9 Confidentiality 7
5.0 Procedures connected to this Policy 8
6.0 Links to Relevant Legislation 8
6.1 Links to Relevant National Standards 8
6.2 Links to other Key Policies 9
6.3 References 9
7.0 Roles and Responsibilities for this Policy 10
8.0 Training 11
9.0 Equality Impact Assessment 11
10.0 Data Protection and Freedom of Information 11
11.0 Monitoring this Policy is Working in Practice 12

Appendices
1.0 Personnel File Cover Sheet 13
2.0 Confirmation of Receipt of Personnel Files/ Recruitment Data 14
3.0 Personnel File Summary Sheet 15
4.0 Record Sheet for Personnel Files Received in HR 16
5.0 Personnel File Scanning Audit Checklist 17

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Explanation of terms used in this policy

Policy - Sets out the aims and principles under which services, divisions, or units will operate. A
policy outlines roles and responsibilities, defines the scope of the subject covered, and provides a high
level description of the controls that must be in place to ensure compliance

Information Governance - The set of multi-disciplinary structures, policies, procedures, processes

and controls implemented within the Trust to manage information, supporting the organisations
immediate and future regulatory, legal, risk and operational requirements

Personnel Files - For the purpose of this document “Personnel Files” will encompass both manual
and electronic personal information which is used by the organisation to establish part or all of an
employee’s work record. This should encompass all recruitment documentation, verification of pre and
post-employment checks such as copies of relevant qualifications and all evidence of employee
relation issues such as sickness absence management, performance management information, formal
requests and replies, notes for files and letters confirming any disciplinary action taken.

This incorporates the day to day working file containing contemporary information which assists a
manager in the direct management of an individual. It is a manual record and is the responsibility of
the employee’s manager.

Creation - Occurs on initial appointment to the Trust. The record must include the creation date,
author, retention period and disposal/destruction date upon termination of employment with the
Trust. Also on the front of the file will be printed ‘NHS Confidential’

Content - Information retained should be adequate, accurate, relevant, not excessive and kept up to
date in accordance with the Data Protection Act 1998

Maintenance - Refers to the upkeep of Personnel Files to ensure they are logically sequenced,
accurate, reliable and consistent

Storage - The method by which Personnel Files are securely and confidentiality stored

Access - Ensuring appropriate access to Personnel Files according to Information Governance and
Subject Access Requests (requests for access to Personnel Files)

Transfer - The safe and secure movement of Personnel Files between Trust sites and between
authorised personnel

Retention - Refers to the period of time that a Personnel File should be retained for

Disposal/ Destruction - The method by which Personnel Files are appropriately destroyed after the
expiry of a retention period

Confidentiality - The protection of sensitive and personal information from unintended or

unauthorised access

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1.0 Introduction
The Black Country Partnership NHS Foundation Trust is committed to ensuring a fair
and standardised approach to inform both managers and employees of the process
for dealing with the creation, content, maintenance/ storage, access, transfer and
retention/ destruction of Personnel Files.

The storage, safe custody and access to Personnel Files must be consistent
throughout the Trust for employees to feel confident that the Trust will meet its legal
obligations and treat personal and sensitive information in a confidential and proper
way.

The policy covers Personnel Files for individual employees whether in paper form or
stored on a computer system or other format. Such personal data is subject to certain
legal safeguards specified in the Data Protection Act 1998.

2.0 Purpose
The purpose of this policy is to set out the standards that are required of staff when
managing Personnel Files. This includes detail of a planned and systematic
approach to the way in which Personnel Files will be created, handled, maintained
and accessed. It also includes detailed guidance on the way in which Personnel Files
should be stored, transported and ultimately disposed of.

3.0 Objectives
The objectives of this policy are to ensure:
 The Trust has a standardised format for creating and managing Personnel Files
that are logically sequenced and readily accessible
 Personnel Files are accurate, reliable and consistent
 Confidentiality and security with regard to personal information in situ and/or in
transit
 Consistent process for destruction in line with the minimum destruction period
found in Records Management: NHS Code of Practice

4.0 Process

4.1 Types of Employment Records Retained by the Trust

4.1.1 Vacancy File

A vacancy file is a collection of documents that relates to the recruitment process for
a particular post. It contains records such as vacancy details, approvals, shortlisting
and interview documentation of unsuccessful applicants and eventual selection
process.

The electronic vacancy file is held by the Central Recruitment Team for 12 months
from the date of interview. The purpose of retaining this file is to provide data in case
of query or litigation. Please refer to the Recruitment and Selection Policy.

All documentation for successful applicants is transferred from the vacancy file to
create the employee’s Personnel File.

4.1.2 Personnel Files

Personnel files will encompass both manual and computerised personal information
which is used by the organisation to establish part or all of an employee’s work

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record. This incorporates the day to day working file containing contemporary
information which assists a manager in the direct management of an individual.

4.1.3 Manual Record

The manual record is the responsibility of the employee’s manager. This file shall be
retained and maintained by the Line Manager whilst the employee remains in active
service with the Trust and for 12 months post the employee leaving.

4.1.4 Electronic Staff Record (ESR) Files

The ESR File holds electronic record of an employee’s personal and employment
details.

4.1.5 Scanned Personnel Files

Personnel Files will only be scanned in 12 months post the employee’s exit from the
Trust and will be kept on the system for the recommended retention period (see
Personnel File Management - SOP 04 – Scanning and Destroying Leaver’s
Personnel Files).

4.2 Creation of Personnel Files

In accordance with the Trust’s Recruitment and Selection guidance, the creation of
Personnel Files will be undertaken by the Trust’s Centralised Recruitment Team for
all new employees at the point an offer of employment is made (see Personnel File
Management - SOP 01 – Creation and Collection of Personnel Files).

The file will be divided into five sections in accordance with Personnel File
Management - SOP 01 – Creation and Collection of Personnel Files and will be
retained in the HR Department until a signed copy of the contract of employment is
returned.

Two copies of the Trust contract will be signed on the 1st day of induction by the new
employee and counter signed by a senior member of staff in attendance; one copy
for the employee and the second to be returned to the Recruitment team.

A copy of the signed Contract of Employment will be retained on the Personnel File.
On confirmation of signature (receipt of the signed contract) the Recruitment Team
will contact the appropriate Line Manager who will be required to collect the
Personnel File within 5 working days of notification (email) (See Personnel File
Management - SOP 01 – Creation and Collection of Personnel Files). A
Confirmation of Receipt Form will be required to be completed on collection of the file
and stored centrally by the Recruitment Team (Appendix 2).

4.3 Content of Personnel Files

In accordance with the Data Protection Act 1998, only information which has a stated
employment purpose should be stored on Personnel Files. Any information retained
should be adequate, relevant and not excessive, accurate and where necessary,
kept up to date.

A structured Personnel File should be set up and maintained for each employee to
include information as detailed in Personnel File Management - SOP 01 – Creation
and Collection of Personnel Files. This list is not exhaustive however, and advice
should be sought from HR about the appropriateness of retaining any information not
detailed in the list.

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A Personnel File Cover Sheet (Appendix 1) must be placed in the front of the File to
record key personal information such as changes in personal details, job details and
next of kin/ emergency contact information etc. to ensure that information is quickly
and easily accessible. This is to be updated every twelve months to ensure
information is correct (a master copy should be kept in the back of the Personnel
File) – this could be done at the yearly appraisal.

An audit of randomly selected Personnel Files from across the Trust will be
conducted by Human Resources every 12 months to ensure adherence to policy.

4.4 Retention and Storage of Personnel Files

For reasons of security and to ensure compliance with the Data Protection principles,
all personal information should be stored away in date order within the relevant
section (most recent at the front) in a timely manner.

It is the responsibility of the Line Manager to ensure that all Personnel Files are kept
in locked storage, with access by staff that have designated authority.

Files should be replaced immediately after use and should be kept locked away
when not being used. A tracer card should be used when the file is removed from the
system to ensure that it can be located if required.

Following a full and proper investigation, any breaches of security identified will be
treated as a disciplinary issue.

4.5 Access to Personnel Files

4.5.1 Authorised Access

It is recognised that Personnel Files are held in different locations around the Trust
and as such are subject to access by different levels of staff.

It is important that access to files is properly controlled and that access is for genuine
business reasons. It is the Line Manager’s responsibility to ensure that designated
key holders are identified for each filing system and to ensure that there is no
unauthorised access to personal data.

As a guide, only the following members of staff should be granted access to

individual files: Human Resources staff; the supervisor or manager of the employee;
the responsible Directors; auditors (appropriately authorised).

4.5.2 Subject Access Requests

The Data Protection Act allows staff access to information held about them by the
Trust. Staff are entitled to access data that is held about them if they request to do
so. All requests are to be directed to the Information Governance Team; there is
detailed guidance on managing requests to access Personnel Files included in the
Trust’s Information Sharing – SOP 03 - Subject Access Request Procedure.

4.6 Transfer/ Transport of Personnel Files

When a member of staff moves between posts, departments or divisions within the
Trust it is the responsibility of the existing line manager to transfer the Personnel File
to the new manager immediately after the last working day of the member of staff
concerned. See Personnel File Management - SOP 02 – Inter-Departmental
Transfer of Personnel Files. Please note this does not include when a member of

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staff transfers to the Temporary Staffing Bank as the Personnel File remains with the
substantive manager.

Personnel Files should be collected or delivered in person by the manager or an

“authorised” member of staff. Transfer of files by post or courier constitutes a risk to
employee data and should be avoided.

Where files are to be transferred between departments/ divisions, the files should be
securely parcelled and marked “private and confidential” and for the attention of the
new line manager.

4.7 Terminated Employee Personnel Files

Where an employee leaves the employment of the Trust, the Personnel File will be
retained by the manager for a period of 12 months after which the Personnel File for
that member of staff should be returned to the HR department in accordance with
Personnel File Management - SOP 03 – Audit and Transfer of Leaver’s
Personnel Files, and signed for by using Appendix 4.

Before returning the file to the Human Resources department the Line Manager
should Audit the Personnel File in accordance to Personnel File Management -
SOP 03 – Audit and Transfer of Leaver’s Personnel Files and create a Summary
Sheet in accordance with Appendix 3.

4.8 Retention and Destruction of Personnel Files

HR will be responsible for the maintenance and security of a central store for the
Personnel Files of staff that have left the Trust. The Personnel Files and Summary
Sheets will be scanned in and audited to be stored electronically following the
procedure in accordance with Personnel File Management - SOP 04 – Scanning
and Destroying Leaver’s Personnel Files and Appendix 5.

A sample audit of Scanned Personnel Files and Summary Sheets will be carried out
every 6 months by a senior member of the Workforce team, using Appendix 5

Personnel Files are required to be kept for a period of 6 years after termination or
until the former employee reaches 70 years of age, whichever is the later. Following
the end of the retention period for the electronic copy of the Personnel File, a report
will be reviewed by the Workforce Committee for final sign-off prior to its destruction
as detailed in Personnel File Management - SOP 05 – Destruction of Leaver’s
Electronic Records and Summary Records.

The electronic copy of the Summary Sheet will be retained until the individual’s 70 th
birthday or until 6 years after cessation of employment if aged over 70 years at the
time. For destruction of Summary Sheet you would follow the same procedure as in
Personnel File Management - SOP 05 – Destruction of Leaver’s Electronic
Records and Summary Records.

4.9 Confidentiality
All information contained in the Personnel File is treated as confidential. However,
the Trust has a statutory duty to supply legally required information to certain
government agencies or departments such as the Inland Revenue or the DSS.

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Managers are requested to seek guidance from the Information Governance Team
and Workforce Team before any information is released to outside agencies i.e.
letting agencies or Banks or Building Societies.

All confidentiality breaches, near-misses or breaches of this policy will be reported as

an incident on the Trusts incident reporting systems. Following a full and proper
investigation, any breaches of confidentiality identified will be treated as a disciplinary
issue.

5.0 Procedures connected to this Policy

 Personnel File Management - SOP 01 – Creation and Collection of Personnel
Files
 Personnel File Management - SOP 02 – Inter-Departmental Transfer of
Personnel Files
 Personnel File Management - SOP 03 – Audit and Transfer of Leaver’s
Personnel Files
 Personnel File Management - SOP 04 – Scanning and Destroying Leaver’s
Personnel Files
 Personnel File Management - SOP 05 – Destruction of Leaver’s Electronic
Records and Summary Records

6.0 Links to Relevant Legislation

Data Protection Act 1998

The Data Protection Act 1998 became law in March 2000. It sets standards that must
be satisfied when obtaining, recording, holding, using or disposing of personal data.
The law applies to data held on computers or any sort of storage system, including
paper records.

There are 8 enforceable principles of good practice. Data should be:

 Fairly and lawfully processed
 Processed for limited purposes
 Adequate, relevant and not excessive
 Accurate
 Not kept longer than necessary
 Processed in accordance with the data subject's rights
 Secure
 Not transferred to countries outside the European Economic Area (EEA),
without adequate protection

General Data Protection Regulation 2016

First proposed in January 2012 by the European Commission and formally approved
by the European Parliament in April 2016, the GDPR will supersede national laws
such as the UK DPA, unifying data protection and easing the flow of personal data
across the 28 EU member states.

When the GDPR comes into force on 25 May 2018, all organisations that process the
personally identifiable information of EU residents will be required to abide by a
number of provisions or face significant penalties.

6.1 Links to Relevant National Standards

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Records Management Code of Practice for Health and Social Care 2016
The Records Management Code of Practice for Health and Social Care 2016 has
been published by the Information Governance Alliance (IGA) for the Department of
Health (DH).

The Code is a guide to be used in relation to the practice of managing records. This
Code is relevant to organisations who work within, or under contract to NHS
organisations in England. This also includes public health functions in Local
Authorities and Adult Social Care where there is joint care provided within the NHS.

The Code is based on current legal requirements and professional best practice. It
will help organisations to implement the recommendations of the Mid Staffordshire
NHS Foundation Trust Public Inquiry relating to records management and
transparency.

BS 10008 Evidential Weight and Legal Admissibility of Electronic Information

BS 10008 is the British Standard that outlines best practice for the implementation
and operation of electronic information management systems, including the storage
and transfer of information. It is designed to help verify and authenticate all
information to avoid the legal pitfalls of information storage. BS 10008 outlines best
practice for transferring electronic information between systems and migrating paper
records to digital files. It also gives guidelines for managing the availability and
accessibility of any records that could be required as legal evidence.

6.2 Links to other Key Policies

Recruitment and Selection Policy

The purpose of this policy is to provide a framework for the recruitment, selection and
appointment of staff to be conducted in a manner that is effective, systematic,
comprehensive and fair, promoting equality of opportunity at all times, whilst being
flexible and adaptable to meet the needs of the service.

Information Governance Policy

This policy sets out the framework and principles adopted by Black Country
Partnership NHS Foundation Trust, to ensure that all personnel and sensitive
information is dealt with legally, securely, efficiently and effectively, in order to deliver
the best possible care to our patients.

Leavers Policy
The purpose of this Policy is to ensure a consistent and proactive approach to
managing the process of ending employment contracts for staff leaving the Trust and
ensuring compliance with current legislation.

6.3 References
 ACAS (2009) Advisor Booklet: Personal data and record keeping:
http://www.acas.org.uk/media/pdf/c/a/Acas_Personal_data_record_keeping-
accessible-version-July-2011.pdf
 Information Commissioner’s Office (2011) Data Protection: The Employment
Practices Code (Part 2: Employment Records): https://ico.org.uk/media/for-
organisations/documents/1064/the_employment_practices_code.pdf
 Northumbria Healthcare NHS Foundation Trust (2013) Human Resources
Policies and Procedures: Employee Records Policy. Version 2
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7.0 Roles and Responsibilities for this Policy

Title Role Key Responsibilities

All Staff Adherence - Inform both their line manager and the Human Resources Department in writing of any changes in personal details
relevant to the Trust, for example:
o Changes in name
o Changes of address and telephone number
o Change in the name(s) of next of kin/emergency contact details
o Changes in bank details
o Professional Registration details
o Declaration of Additional Employment - internal or external to the Trust

Recruitment Team Operational - Initial creation and destruction of Personnel Files lies with the Recruitment Team

Managers Implementation/ - Ensure that personnel Files for new starters are collected from the Recruitment and Selection Team within 5 working days
Custodians of of notification of completion
Personnel Files - Ensure the Personnel Files they hold are kept securely and the contents of the files are in accordance with the guidelines
set out in Personnel File Management - SOP 01 – Creation and Collection of Personnel Files
- Ensure that files are reviewed at regular intervals ensuring that they are logically sequenced, accurate, reliable and
consistent
- Ensure Cover Sheets are reviewed and updated every 12 months in addition to normal notification procedures (this could
be done at the yearly appraisal)
- Ensure employees are able to access their Personnel Files in accordance with Information Governance Guidelines:
Information Sharing - SOP 03 – Subject Access requests
- Ensure that Personnel Files remain secure and traceable at all times if management have the need to transfer them within
the Trust. See Personnel File Management - SOP 04 – Scanning and Destroying Leaver’s Personnel Files
- Ensure Personnel Files for leavers are kept by management for a period of 12 months; managers need to then Audit the
files and create a Summary Sheet. The Personnel Files are then sent to the HR Department in accordance with Personnel
File Management - SOP 03 – Audit and Transfer of Leaver’s Personnel Files and Appendix 3
- Ensure they seek HR advice on the practical application of this policy

Workforce and Specialist Advice - Provide advice in relation to the application of this policy, relevant employment law and best practice
Development Team and Support

Workforce Committee/ Responsible - Agree revisions to the Trust approach to the Personnel Files Management process
Information - Monitor the retention and destruction of the scanned in files
Governance Steering - Develop and agree action plans to address any issues or areas of concern identified in the Personnel Files Management
Group process

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Title Role Key Responsibilities
Director of Operations Executive Lead Responsibility for this policy has been delegated by the Chief Executive to the Director of Operations who will:
- Ensure that effective procedures, systems and guidance are implemented for the Personnel Files Management process
- Ensure the policy is implemented in accordance with the Trust Board’s strategic interests and concerns
- Ensure that any serious concerns regarding the implementation of this policy are bought to the attention of the board
Trust Board Strategic - Strategic overview and final responsibility for setting the direction of the Personnel Files Management process

Chief Executive Accountable - Ensure that this policy is implemented within the Trust. Operational responsibility has been delegated

8.0 Training

What aspect(s) Is this training covered in the

Which staff groups Trust’s Mandatory and Risk How often will Who will ensure and
of this policy will If no, how will the Who will deliver the
require this Management Training Needs staff require monitor that staff have
require staff training be delivered? training?
training? Analysis document? training this training?
training?
There is no n/a n/a Further guidance on the n/a n/a n/a
specific application of this policy
requirement for and associated
staff to receive procedures can be
training in obtained from Human
relation to this Resources – Operational
policy HR

9.0 Equality Impact Assessment

Black Country Partnership NHS Foundation Trust is committed to ensuring that the way we provide services and the way we recruit and treat staff
reflects individual needs, promotes equality and does not discriminate unfairly against any particular individual or group. The Equality Impact
Assessment for this policy has been completed and is readily available on the Intranet. If you require this in a different format e.g. larger print,
Braille, different languages or audio tape, please contact the Equality & Diversity Team on Ext. 8067 or email EqualityImpact.assessment@bcpft.nhs.uk

10.0 Data Protection and Freedom of Information

This statement reflects legal requirements incorporated within the Data Protection Act and Freedom of Information Act that apply to staff who work
within the public sector. All staff have a responsibility to ensure that they do not disclose information about the Trust’s activities in respect of service
users in its care to unauthorised individuals. This responsibility applies whether you are currently employed or after your employment ends and in
certain aspects of your personal life e.g. use of social networking sites etc. The Trust seeks to ensure a high level of transparency in all its business
activities but reserves the right not to disclose information where relevant legislation applies.

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11.0 Monitoring this Policy is Working in Practice

What key elements will be Where How will they be Who will Group/Committee Group/Committee Evidence
How
monitored? described in monitored? undertake this that will receive and to ensure actions this has
Frequently?
(measurable policy objectives) policy? (method + sample size) monitoring? review results are completed happened

How many Personnel Files Section 4.8/ Personnel File Senior HR Every 6 Workforce Operational HR Minutes of
are being scanned in and Appendix 5 Management - SOP 04 – Managers months to a Committee Meeting meetings
kept on the system Scanning and Destroying year
Leaver’s Personnel Files

The appropriate destruction Section 4.8/ Personnel File Senior HR Every 6 Workforce Operational HR Minutes of
of Personnel Files Appendix 5 Management - SOP 04 – Managers months to a Committee Meeting meetings
Scanning and Destroying year
Leaver’s Personnel Files

Appropriate scanning – mini Section 4.8/ Personnel File Senior HR Every 6 Workforce Operational HR Minutes of
audits and overall audit (6 Appendix 5 Management - SOP 04 – Managers months to a Committee Meeting meetings
months to a year) Scanning and Destroying year
Leaver’s Personnel Files

Audit of current personal Section 4.3 5% of the current HR Advisors Every 12 Workforce Operational HR Minutes of
files. Auditing personal files workforce (approx. 50) to months Committee Meeting meetings
(annual plan of audit) be audited at one time
across all Groups

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Appendix 1

Personnel File Cover Sheet

To be reviewed and updated every 12 months in addition to normal notification

procedures (this could be done at the yearly appraisal)
Name of Employee

D.O.B

Payroll Number

Address

Personal Contact Number

Next of Kin/ Emergency Contact Details

incl. name and contact number

Title of Post

Division

Team

Base Address

Name of Line Manager

Line Manager’s Contact Number

Declaration of Additional Employment -
internal or external to the Trust (please
list)

Employee Name (please print)………………………………………………………………

Employee Signature…………………………………………………………………………

Date………………………………………………………………………………………….....

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Appendix 2

Confirmation of Receipt of Personnel Files/ Recruitment Data (Internal

Transfer)

Personnel File For:

Name of Employee

Title of Post

Division

Team

Receiving Line Manager Name……………………………………………………………

Receiving Line Manager Signature.………………………………………………………

Recruitment Team/ Existing Line Manager Name………………………………….......…

Recruitment Team/ Existing Line Manager Signature…………………………………..

Date collected: ………………………………………………………………………………

This form is to be kept by the Recruitment Team to be placed on the electronic

record for the employee named above.

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Appendix 3

Personnel File Summary Sheet

(To be retained until the individual’s 70th birthday or until 6 years after cessation of
employment if aged over 70 years at the time)

Name of Employee

D.O.B

Payroll Number

NHS Pension Scheme (Yes/No)

Address at time of Termination

Personal Contact Number at time of

Termination

Next of Kin/ Emergency Contact Details

incl. name and contact number

Title of Post

Division

Team

Base Address

Date of Commencement

Date of Termination
Employment History

i.e. list roles within the organisation between the

dates of commencement and termination of
contract.

Formal Processes on Termination

For guidance please refer to the Personnel File Content List (SOP 01) for compiling the summary. Please
adhere to the minimum retention period for documentation when compiling the summary sheet and
auditing the Personnel File. When auditing the Personnel File, do not include annual leave records, duty
rosters, timesheets, study leave applications and training plans.
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Appendix 4

Record Sheet for Personnel Files Received in HR

Employee name Job title Base Termination Date in Manager signature Manager print HR rep signature HR rep print
Date HR name name

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Appendix 5

Personnel File Scanning Audit Checklist

Surname of Employee ………………………………………............................................

Scanned File Code …………………………………………………………………………..

Name of Auditor ………………………………………………………………………………

Second
Completed Signature of Name of Second
Action Auditor
(Tick) Auditor Auditor
Signature
In pdf. or tif. Format

In colour e.g. controlled

stationary

Scanned straight
(everything captured)
(i) Blank pages
scanned in
(ii) Blank pages
removed **

Date of Audit ………………………………………………….............................................

**If blank pages have been removed, please sign to confirm that all information
has been captured in the scanned document e.g. notes on the back of letter etc.

A sample audit will be carried out every 6 months by a senior member of the
Workforce team. For this purpose the last two columns of the above table are to be
used.

- Following the initial audit, all completed Personnel File Scanning Audit Checklists
are to be filed and stored in alphabetical order according the Surname of the ex-
Employee.

The auditor needs to complete the date the scanned document was audited, their
name and their job title in the ‘All Scanned Files Catalogue’ spreadsheet found in
[R:\WORKFORCE & LEARNING\Operational Human Resources\Archive Leavers
Personal Files]

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Policy Details
Title of Policy Personnel File Management Policy

Unique Identifier for this policy BCPFT-HR-POL-34

State if policy is New or Revised New

Previous Policy Title where applicable N/A

Policy Category
HR
Clinical, HR, H&S, Infection Control etc.
Executive Director
Director of Operations
whose portfolio this policy comes under
Policy Lead/Author
Human Resources Advisor
Job titles only
Committee/Group responsible for the
approval of this policy
Workforce Committee
Month/year consultation process
completed *
Month/year policy approved October 2016

Month/year policy ratified and issued November 2016

Next review date November 2019

Implementation Plan completed * Yes

Equality Impact Assessment completed * Yes

Previous version(s) archived * N/A

Disclosure status ‘B’ can be disclosed to patients and the public

* For more information on the consultation process, implementation plan, equality impact
assessment, or archiving arrangements, please contact Corporate Governance

Review and Amendment History

Version Date Details of Change

1.0 Nov 2016 New policy for BCPFT

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