Personnel records management

Personnel records for central University staff are currently held in paper form at the department level with a subset of contract details held on the CoreHR staff record. Practices for personnel record management vary widely across departments and this creates a risk for GDPR compliance.

The purpose of this project is to provide a set of clear guidelines for departmental HR staff and line managers on what information should be held on an individual employee’s personnel file and CoreHR record. Guidance will cover retention periods, best practice for secure disposal/deletion of records, and secure mechanisms for transferring information where required.  

Training will be developed to enable ongoing awareness and understanding of GDPR responsibilities in personnel record management.

This project, which will be undertaken in partnership with other teams in Human Resources, and with support from IT Services, is currently at the early scoping stage. More information about the project deliverables and expected timescales will be shared with stakeholders in the coming months.

For further information, please email Mandy Zaccheo, HRIS Business Change Manager, at

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