Document Retention Guide for HR Departments

Document Retention Guide for HR Departments

Document Retention Guide for HR Departments

Secure, Compliant & Cost-Effective Records Management with Data Solutions Group

Managing employee records is one of the biggest compliance responsibilities within any HR department. From recruitment documents to payroll files and pension records, HR teams must retain sensitive information for the correct period while also complying with UK GDPR, HMRC regulations and employment law.

At Data Solutions Group, we help HR departments digitise, manage, retain and securely dispose of HR records — ensuring compliance, improving efficiency and reducing risk.

Why Document Retention Matters for HR

HR records contain some of the most sensitive personal data in any organisation. Therefore, they must be:

  • Stored securely

  • Retained for the correct legal period

  • Easy to retrieve for audits or disputes

  • Disposed of securely when no longer needed

However, keeping records for too long creates GDPR risk, while deleting them too early can expose your organisation to legal claims. As a result, a clear retention policy is essential.

UK HR Document Retention Requirements

Although no single law sets all retention periods, HR teams must follow guidance from:

  • UK GDPR & Data Protection Act 2018

  • HMRC

  • Employment law

  • Health & Safety Executive (HSE)

  • Pensions Regulator

Therefore, your HR retention schedule must balance legal, financial and employee rights.

HR Document Retention Schedule

HR Record Type Minimum Retention Period
Employee personnel files 6 years after employment ends
Recruitment records (unsuccessful candidates) 6–12 months
Contracts of employment 6 years after termination
Payroll & PAYE records 6 years
Pensions records 6 years (some records permanently)
Right to Work checks Duration of employment + 2 years
Absence & sickness records 3–6 years
Health & safety records 40 years (where relevant)
Training records Duration of employment + 6 years
Disciplinary & grievance records 6 years after case closed

Retention periods may vary based on industry, collective agreements and regulatory requirements.

Why HR Records Should Be Digitised

Paper HR files create risk, inefficiency and storage costs. By digitising your HR archive with Data Solutions Group, you can:

  • Instantly retrieve employee records

  • Restrict access to authorised HR staff

  • Apply automated retention rules

  • Track audit trails and access history

  • Improve GDPR compliance

  • Reduce storage and handling costs

Moreover, digital records allow you to respond quickly to subject access requests (SARs), audits and legal queries.

How Data Solutions Group Supports HR Teams

We provide an end-to-end document management solution specifically designed for HR departments:

Secure Document Scanning

We collect, prepare and scan all HR files, including:

  • Personnel folders

  • Contracts

  • Medical & absence records

  • Disciplinary files

  • Training documents

All scanning is compliant with BS 10008 for legal admissibility.

OCR & Intelligent Indexing

Every document is:

  • OCR-processed for full text search

  • Indexed by employee name, ID, department and date

  • Structured for fast retrieval

As a result, HR teams can find any record in seconds.

Digital Retention & Compliance

We help you apply:

  • Automated retention rules

  • Secure deletion schedules

  • Audit-ready document tracking

Therefore, your HR data stays compliant with UK GDPR and employment law.

Secure Disposal of HR Records

Once retention periods expire, we provide:

  • GDPR-compliant secure shredding

  • Full certificates of destruction

  • Secure deletion of digital files

This reduces legal and data breach risk.

Why Choose Data Solutions Group?

HR departments across the UK trust us because we deliver:

✔ GDPR-compliant scanning and storage
✔ ISO 9001:2015 quality control
✔ Secure UK-based facilities
✔ Fully auditable document trails
✔ Expertise in HR and payroll records
✔ Scalable solutions for single sites or national HR teams

📞 Get Started with Data Solutions Group

If you want to improve efficiency, reduce paper, and take control of your Document Retention Guide for HR Departments in the UK, Data Solutions Group can help. Moreover, requesting a consultation or quote is simple and fast — just contact us today.

👉 Let our team guide you toward a secure, paper-light future with professional scanning and document management.

📞 Call 01625 400250 or complete our online enquiry form HERE

Data Solutions Group – Secure, Affordable & Compliant Document Scanning