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Schedule of Records

Published 30 April 2026

Schedule of Records

Form No: EQF3007
Issue: 12
Date: 05/26

Document Retention Schedule

Document Type	How long to keep for (and source of requirement)
Personnel records Work-seeker records including application form/CV, ID checks, Medical and Drugs & Alcohol Certificates (Rail), terms of engagement, details of assignments, opt-out notices and interview notes Hirer records including client details, terms of business, assignment/vacancy details	As a minimum 1 year from the last date of providing work-finding services as an Employment Agency or Employment Business (Conduct Regulations 2003). 3 years in line with GDPR for non-working. 2-year deletion of sensitive documents (right-to-work documents/health details), after employment ceases.
Terms of engagement with temporary worker and terms of business with clients	6 years in order to deal with any civil action in the form of contractual claim (Limitation Act 1980) (5 years in Scotland)
Working time records 48 hour opt out notice Annual leave records	2 years from the time they were created
Staff records to include personnel and training records	6 years after employment ceases
Annual appraisal/assessment records	6 years after employment ceases
References	As a minimum 1 year following the introduction or supply of a work seeker to a client. 3 years in line with GDPR for non-working, and 6 years post placement for legal reasons.
Records held relating to right to work in the UK	2 years after employment or engagement has ended – must not be alterable
Criminal records checks / Disclosure Barring checks	There is no longer a 6 month time limit on how long DBS certificates can be kept for. When it comes to handling and storing certificates the DBS Code requires registered bodies to handle all information in line with Data Protection Act obligations.
National Minimum Wage documentation Total pay by the worker and the hours worked Overtime/shift premia Any deduction or accommodation payment Absences including rest breaks, sick leave, holiday Travel or training during working hours Total number of hours in a pay reference period	For HMRC purposes: 6 years (5 in Scotland) to demonstrate compliance with minimum wage requirements in case of claims
Sickness records – statutory sick pay	6 years after employment ceases. Records will then be anonymised for reporting purposes. Payroll system backups retained for 6 years.
Statutory maternity, paternity, adoption pay	6 years from the end of the tax year to which it relates
Pensions auto-enrolment (including opt in/out notices and contributions)	6 years, except opt-out notices which should be kept for 4 years. See: Pensions Regulator Guidance
Gender pay gap reporting	1 year (statement must be kept on Government and company website for 3 years)
Modern Slavery Statement	3 years (renewed annually)
Company financial records
VAT	6 years – see VAT record keeping
Company accounts	6 years – see Company accounting records
Payroll information CIS records	6 years from end of tax year – see: CIS and PAYE
Current Bank Details	For contractual purposes only. Stored securely within payroll systems with restricted access. Removed immediately from candidate records after completion. Contractors must submit details directly to payroll team.
Records relating to hours worked and payments	6 years from the end of the relevant pay reference period
ITEPA (intermediaries legislation) records	Quarterly reporting – retain for minimum 3 years after tax year end
Quality records
Management Reviews	6 years
Audit Schedules	6 years
Internal Quality Audit Reports	6 years
Corrective Action Requests	6 years
Customer Complaints	6 years
Quality Systems Surveys	6 years
Customer Perception Surveys	6 years
Rail Personnel Files	2 years after employment or engagement has ended
Suppliers Certification	6 years
Medical Self-certification	2 years after employment or engagement has ended

Following the appropriate retention period all records held will be deleted (if held electronically) or securely shredded via confidential waste (if paper records).