until the next review is due and the new version replaces the old
To ensure foundations of practice
Policies and procedures are reviewed annually and updated accordingly. They are available to practitioners who work within the UoE OH department
UoE OH budget and invoices
To comply with HRMC and companies house
The accounts team, Head of Health and Wellbeing and administration have access to budget information when processing accounts.
To comply with civil claim period
Correspondence will be reviewed after 5 years and if no requests for data have been made and the information is not medically relevant this will data will be destroyed.
Audit notes regarding occupational health clinical records and reports
6 years after termination of employment
To comply with civil claim period
To comply with clinical governance procedures within the UoE OH department
The audit notes, which are identified to a case by a unique identifier only will be kept against a practitioners personal file by the Head of dept for the length of the practitioners employment plus 6 years
Limited audit information relating to individual practitioners will be stored detailing whether audit criteria was met/ not met and subsequent actions taken.
Testing records, repair and service records, reports and action plans in relation to plant, equipment, machinery and processes.
Further inspection has taken place which renders the previous one obsolete + 6 years
Statutory (minimum): Provision and Use of Work Equipment Regulations(PUWER) 1998, states to keep inspection and test reports until superseded, 6(3), or for power presses for 2 years after it was made s. 35.
PUWER 6(3) Civil law: Limitations Act:
Records are kept on the UoE OH ‘H-drive’
* UoE OH ‘H-drive’
* DSE assessments
* Sign in sheets
* Content of training courses
Health and Safety at Work Act (HASAWA)1974 and regulations made under it. Civil law – Limitations Act.
Records of training/signature sheets for staff will be kept either on the HR organiser or on the occupational health H drive only.
Further assessment has taken place which renders the previous one obsolete + 6 years
Civil law: Limitations Act: Also: HASAWA and regulations made under it Management of health and safety at work regulations (MHSWR), Control of substances harmful to health
Risk assessment records are kept by the relevant business and department. Copy of risk assessment, when required, for health surveillance record kept by the employing business
Health Surveillance clinical records
Civil law: Limitations Act. Also: HASAWA and regulations,Control of substances harmful to health
All health surveillance records are kept on the Cohort occupational health system. Original copies of surveillance results are given to the employee.
Any historic paper copies, not available electronically, are kept in a locked cabinet however plans are being made to scan these into the existing electronic OH document system. A health record is given to the line manager detailing whether employees are fit/ not fit and any adjustments advised
Clinical information contained from management referrals
At least 6 years unless deemed of medical importance to retain them
HASAW Act, MHSWR regulations
All clinical information is retained and stored as advised in the Data Protection Act 2018
Freedom of Information TeamInformation is available on request.