GUIDANCE ON THE MAINTENANCE OF PERSONAL FILES

5. Occasions when the Personal file will be forwarded to Human ResourcesDepartment• On transfer of individual to another team within NHS Leicester City.• On request to deal with enquiry (payroll issue, performance and conduct,grievance, sickness, audit etc.).• On transfer of individual under TUPE regulations to another Trust/PCT.6. Transfer of FilesWhenever a personal file is sent to another location/individual a comprehensivetracking system must be available to locate the personal file.A record form (Appendix A) must accompany the personal file or any extracts oradditional information for the personal file, when sent to another location orindividual and a copy retained. The record form must be acknowledged immediatelyby the recipient, confirming receipt of personal file. (See appendix A)Files should always be sent in a sealed envelope marked “Confidential ForAddressee Only”.7. Leaver FilesEach Director of the Trust will be responsible for the safe retention of leaver files.Date of leaving should be completed in the relevant section on the front of thepersonal fileA copy of the resignation letter and the payroll paperwork must be retained on thepersonal file.Personal files will be maintained for six years after the employee leaves the serviceof NHS Leicester City or until the date on which the employee would reach the ageof 70, whichever is the later. The main records may be destroyed six years afterthe employee leaves the service of the Trust only if an adequate summary of theindividual’s personal and health record is kept for the period up to the date on whichthe employee reaches 70 years.8. Maintenance of Personal FilesEach manager will be responsible for ensuring that personal files are updated withinformation about changes in individual circumstances in a prompt manner toensure accuracy and compliance with data protection requirements.The front of a personal file will need to be updated by the manager in accordancewith any relevant changes e.g. change hours/address, job title etc.Guidance of the Maintenance of Personal Files – Version 1 Page 4 of 6