Keep the right staff records

Introduction

There are clear legal and business reasons for keeping data on your workers.

Sufficient records must be kept to comply with the law. Some legislation, notably the Data Protection Act 1998, governs how you keep staff records and what you do with them. Under the Act, employees are entitled to access certain records about them and can seek compensation for damage or distress suffered as a result of a breach of the Act. This means that you should take care when recording information about individuals.

Keeping accurate records, eg on staff absences and turnover, can help you take decisions based on facts. This may help you run your business more efficiently.

This guide explains what records you should keep and for how long. It offers advice on how to set up a staff records system. It also explains your legal obligations as an employer and your employees' rights regarding information held on them.

Subjects covered in this guide

• Introduction
• Benefits of keeping the right staff records
• Set up a staff records system
• How long to keep staff records
• Staff records: your duties to protect data
• Staff records: your employees' rights