Record Keeping
Record keeping is the systematic process of creating, storing, and maintaining employee documentation throughout and after the employment relationship.
compliance
Category
beginner
Difficulty
5 min read
Read time
2025-01-15
Updated
Definition
Short definition
Record keeping is the systematic process of creating, storing, and maintaining employee documentation throughout and after the employment relationship.
Detailed explanation
Record keeping in HR encompasses all activities related to documenting the employment relationship. This includes creating employee files, storing documents securely, maintaining accurate records, and disposing of information appropriately.
Effective record keeping is essential for legal compliance, defending against claims, managing employees effectively, and meeting regulatory requirements. Different types of records have different retention requirements.
Modern HR record keeping increasingly involves digital systems that provide better security, searchability, and compliance features than paper-based systems.
Practical guidance
How it works
HR creates records at each stage of employment: recruitment, onboarding, during employment, and offboarding. Records are stored securely (digitally or physically), with access controls. Retention schedules determine how long records are kept before secure disposal.
Best practices
Use digital HR systems for secure storage
Create a record retention schedule
Implement access controls
Regularly audit and cleanse records
Legal context
Legal basis
GDPR, Employment Rights Act 1996, HMRC regulations, Equality Act 2010
Jurisdiction: UK
Key provisions
Payroll records: 3 years (HMRC)
Working time records: 2 years
Accident book entries: 3 years
General HR records: 6 years after employment (recommended)
Official source
Frequently asked questions
How long should I keep employee records?
It depends on the record type. General recommendation is 6 years after employment ends for most HR records. Payroll records: 3 years. Working time records: 2 years. Tax records: 7 years. Always check specific regulatory requirements.
What records should be in a personnel file?
Typically: application/CV, offer letter, contract, ID verification, emergency contacts, performance reviews, training records, disciplinary records, absence records, and correspondence.
Can employees see their personnel file?
Yes, under GDPR employees can make a Subject Access Request to see their personal data, including their HR file. You must respond within one month.
Related glossary terms
Audit Trail
An audit trail is a chronological record of all changes, transactions, and activities in an HR system, showing who did what and when.
GDPR
GDPR is data protection law governing how personal data including employee information must be collected, stored, and processed with individual rights and consent requirements.
Data Protection
Data protection is the practice of safeguarding employee personal information from unauthorised access, use, disclosure, or loss.
Right to Work
Right to work checks are mandatory UK employer checks to verify an employee is legally permitted to work in the UK before employment starts.