This policy was agreed by KLS Trustees on 18th April 2018
All KLS policies are reviewed every three years (or earlier if the law changes).
This policy will be reviewed again in September 2024.
Purpose: The purpose of this policy is to detail the procedures for the retention and disposal of information to ensure that we carry this out consistently and that we fully document any actions taken. Unless otherwise specified the retention and disposal policy refers to both hard and soft copy documents.
Destruction and disposal: All documents will be shredded and placed in KLS rubbish bins for disposal.
Archive: All records deemed worthy of keeping for historical reasons will be transferred to an archive for permanent preservation.
| Record | Who | Retention Time |
| Accident book | Anyone at KLS | 3 years from the date of the last entry |
| Annual Report & Accounts | KLS | Permanently – archive |
| Complaints & Compliments | KLS | 10 years |
| Contracts | KLS | 6 years |
| Financial accounting records (any financial information) | KLS | 6 years |
| DBS records | Staff and volunteers | 1 year |
| HMRC – Tax, NI returns and correspondence | Staff | 6 years |
| Job application forms and interview notes | Staff and volunteers | 1 year |
| National minimum wage records | Staff | 4 years |
| Parental leave | Staff | 18 years from the birth of the child |
| Pension records | Staff | 6 years |
| Personnel files and training records | Staff and volunteers | 6 years after employment ceases |
| Policies | KLS | Until superseded |
| Records relating to children and young adults | Members | Until the child/young adult reaches the age of 21 |
| Records relating to adult members | Members | Permanently – archive once they’ve left KLS |
| Redundancy details, payment calculations etc. | Staff | 6 years from the date of redundancy |
| Risk Assessments | KLS | 40 Years |
| Senior executive records | Staff and Trustees | Permanently – archive |
| Statutory maternity pay records | Staff | 4 years |
| Statutory sick pay records | Staff | 6 years after employment ceases |
| Trade union agreements | Staff | 10 years after ceasing to be effective |
| Trust deeds and rules | KLS | Permanently – archive |
| Trustee meeting minutes and papers | Trustees and KLS | Permanently – archive |
| Wage / Salary records | Staff | 6 years |
| Working time / Time cards records | Staff | 3 years |