Personnel

This covers records relating to the employment, management and professional development of all staff, and the maintenance of a safe and healthy work environment.

Notes:

1. The schedule covers all possible records a school may create. Not all schools may create/keep records in all categories.

2. The stated retention period is a minimum period and you can keep the record longer if you wish. You should consider any possible issues involved in doing this (e.g., privacy, liability, etc).

3. Do not destroy any record older than 1945 – contact Archives New Zealand for advice.

Personnel records of staff and principals who received significant awards or honours, and/or achieved high distinction or fame (does not include infamous staff or principals)

Staff and principals that gain:

• Order of NZ

• Order of Merit

• National or international academic awards, such as honorary doctorates, academic medals, and literary prizes

• National/international sporting awards such as Olympic medals and/or world titles

Staff or principals such as distinguished/ famous All Blacks/ Silver Ferns

Only applies where the school still has the principal or staff member’s record when he/she receives the award/honour or achieves fame. When you are destroying records under 3.2, identify and keep any that fall into this category.

Keep indefinitely

Do not return them to the principal or staff member.

All other staff personnel records, including principals

Personnel files

Keep for 7 years after last date of employment, then they may be destroyed with permission of the board of trustees.

Payroll, salaries, allowances etc

Payroll reports

Incentive allowances

Additional payments/ remuneration made to principals

General records and other correspondence relating to the setting and administration of remuneration

Keep for 7 years from the end of the year to which they relate, then they may be destroyed with the permission of the board of trustees.

Leave and staff attendance records

Timesheets

Leave requests

Keep for 7 years after last date of employment, then they may be destroyed with permission of the board of trustees.

Staff grievances and disputes

Personal grievances

Disputes

Discrimination complaints

General complaints

Disciplinary matters

Dismissals

General correspondence with unions

Keep for 7 years after date of last action, then they may be destroyed with permission of the board of trustees.

General recruitment correspondence and administration

Position descriptions

Advertising

CVs

Administration of recruitment/ interview process

Keep for as long as the school needs them for administration or reference purposes, then these records may be destroyed with the permission of the board of trustees.

General training and development correspondence and administration

Attendance at courses, seminars, conferences etc

Keep for as long as the school needs them for administration or reference purposes, then these records may be destroyed with the permission of the board of trustees.

Non-serious accident register (staff and students) i.e., which does not contain records of accidents involving fatalities and/or prosecution

Accident register

Forms and other documentation notifying of accidents

Keep until the school closes, or in the case of a merger of schools, until the continuing school closes.

Serious accident register (staff and students),

If the school keeps one register for all accidents (serious and non-serious), these actions apply

Accident register

Forms, and other documentation notifying of accidents

Keep indefinitely

May be sent to Archives NZ 10 years after the date of last action (not sooner).