19150-Employee Record Storage

1.       Please can you describe how and where you store your employee/ personnel records relating to the following topics:

•         Recruitment
.
•         Learning & development

•         Annual appraisals and routine performance reviews

•         Employee case management including disciplinary and grievance issues


2.       Please provide details of any technology used to store employee/personnel records.

 
  • Reference:
    19150
  • Response:
    1.       Please can you describe how and where you store your employee/ personnel records relating to the following topics:

    •         Recruitment
    The Trust currently have paper based employee files- they are stored in the recruitment office, and held in securely locked cabinets.
    Electronic information is held on NHS Jobs for 13 months.
    The Trust will be moving to all new personnel files being stored electronically in restricted/secured folders from April 2019.
    •         Learning & development
     Records are stored on OLM (Oracle Learning Management) which is the national system
    •         Annual appraisals and routine performance reviews
    Annual Appraisal completions are stored on OLM (see above).  Routine performance review will be kept by local managers.
    •         Employee case management including disciplinary and grievance issues
    Employee relations case files are stored electronically on the Trust’s hard drive.   Once complete casework files are printed in full and forwarded for archiving and retained in line with retention guidelines.

    2.       Please provide details of any technology used to store employee/personnel records.

    As above
     
  • Area:
    Trust wide
  • Category:
    Human Resources
  • Month:
  • Year: