Introduction to ETB Records Retention Schedule
The purpose of this schedule is to provide whoever is responsible for managing records in your
ETB with a guide as to how long those records should be kept. This will help in keeping records to
manageable proportions, both in terms of physical space, and when it comes to attempting to
retrieve a record. The schedule will also help your ETB to comply with its obligation under the
Data Protection Act to keep personal data for no longer than is necessary for the purpose or
purposes for which it was obtained.
The sections of the schedule (tabs in Excel document) reflect the sectoral divisions of a typical
ETB, and may therefore need to be adapted or reordered to suit your own ETB’s organisational
structure and work practices, file management processes, file naming protocols, etc.. For
example, some ETBs may not have formally designated which of their former VEC head offices
constitutes the ETB HQ. Some Training Centres may have held on to their Finance and Payroll
functions. And your ETB may have its own view on where the definitive version of a record is held,
e.g. in head office or in the school/centre.
Certain matters mentioned throughout this schedule that are worth noting that
- a separate section refers to ESF retention requirements, and lists those activities to which these
apply. These periods 'override' many of the various retention periods set out in this document,
i.e. records must be kept for longer
- wherever there is a reasonable expectation that legal action may arise in relation to any
particular record, caution should be exercised, and further advice sought before any
deletion/destruction is carried out.
- in many cases, the retention period for documents relating to minors only commences where
the child reaches the age of 18.
- wherever there are reasonable grounds to expect that a record may be the subject of legal
proceedings, the record should be retained and further advice sought.
While the retention and disposal guidelines set out here are a guide to best practice, extending
the retention periods should only be done once a sound and evidence-based business case exists
for doing so, and never for unspecified ‘just-in-case’ reasons. You should not apply a shorter
retention period to any category, but do please send feedback if complying is impractical.
Feedback in general is welcomed, especially as this is a first version of what will probably be many
future revisions. FEEDBACK CO-ORDINATOR TO BE DECIDED
Disclaimer
Whilst every effort has been made to ensure the accuracy of the information contained in this
schedule, no responsibility is assumed and no guarantees, undertakings or warranties concerning
the accuracy, completeness or up to date nature of the information provided in this schedule are
given, nor is any liability whatsoever arising from any errors or omissions accepted.
The information and templates available in this schedule are intended as a brief summary of the
principal points and contain general information only. While care has been taken in preparing
these materials to ensure their accuracy, they cannot be exhaustive and are no substitute for
detailed examination of the relevant statutes, cases and other materials. The materials contained
in the schedule do not constitute legal advice on any particular or general matter and are
provided for general information purposes only. All reasonable endeavours to ensure that the
information contained in this schedule is as accurate as possible at the time of publication,
however no representations or warranties of any kind whatsoever, express or implied, in relation
to the accuracy, completeness, quality or suitability thereof are made. No responsibility is taken
for any errors or omissions. You should always obtain specific legal or other professional advice in
relation to Irish law for each specific matter. You should not act or refrain from acting on the
basis of any information contained in or within this schedule.
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Centres
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the ESF Guidelines in this policy, save where this schedule specifies longer retention
periods.
3
Record Group Record Description Retention Period Remarks Final Disposition
Attendance & Registration PLC Registers
Year of Graduation + 2 years
Where learner is under 18 on
enrolment, year of reaching 18 +
2 years
No statutory basis identified for
indefinite retention of PLC registers.
Query historical value. In case of
potential litigation, retain relevant
extract in case file. Review retention
as needed
Secure
destruction/deletion in
the January following the
calendar year in which
the retention period
expires
Attendance & Registration Adult Education Day Registers
Year of Graduation + 2 years. ESF-
funded programmes should
observe 'ESF Guidelines.
No statutory basis identified for
indefinite retention of these
registers. Query historical value
Secure
destruction/deletion in
the January following the
calendar year which the
retention period expires
Attendance & Registration
Adult Education Evening Classes
Registers
Completion of Course + 1 year
No statutory basis identified for
retention. In case of potential
litigation, retain relevant extract in
case file. Review retention as
needed.
Secure
destruction/deletion in
the January following the
calendar year in which
the course completed
Attendance & Registration Youthreach Registers Indefinitely
Youthreach is an ESF funded
scheme addressing 2nd level
educational needs, hence aligning
retention period with 2nd Level
Retain in centre until year
of class graduation + 2
years; Archive to secure
storage.
Attendance & Registration
Sign in Sheets for class attendance
(various)
Year of completion of course + 1
year, or longer if an ESF-funded
programme.
Benchmarked against best practices
for record retention in UK Adult
education. In case of potential
litigation, retain relevant extract in
case file. Review retention as
needed
Secure
destruction/deletion
Centres
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the ESF Guidelines in this policy, save where this schedule specifies longer retention
periods.
4
Record Group Record Description Retention Period Remarks Final Disposition
Successful Applicant :
Retain until year of
graduation/course completion +
7 yrs, or longer if an ESF-funded
programme.
Transfer to learner file, retain as
part of that document set. In case of
potential litigation, review retention
as needed
Unsuccessful Applicant :
Retain for year of application +
12 months, or longer if an ESF-
funded programme.
No purpose for retention unless
rejection is appealed
Successful Applicant
Retain in line with ESF Guidelines
Transfer to learner file and retain as
part of that record. In case of
potential litigation, retain relevant
extract in case file.
Unsuccessful Applicant
Retain in line with ESF Guidelines
Retained in case of appeal / case
review
Successful Applicant :
Retain until end of calendar year
in which course ran + 12 months,
or longer if an ESF-funded
programme.
No operational purpose for longer
retention identified. In case of
potential litigation, retain relevant
extract in case file. Review retention
as needed
Unsuccessful Applicant :
Retain for 12 months from year
of application, or longer if an ESF-
funded programme.
No operational purpose for longer
retention identified
Applications & Assessment
Application Forms (Night Classes)
Applications & Assessment
Secure
destruction/deletion
Secure
destruction/deletion
Application Forms
Applications & Assessment
BTEI Applications: Refer to ESF
Guidelines section of this
document.
Secure
destruction/deletion
Centres
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the ESF Guidelines in this policy, save where this schedule specifies longer retention
periods.
5
Record Group Record Description Retention Period Remarks Final Disposition
Successful Applicant:
Retain until year of graduation +
7 yrs, or longer if an ESF-funded
programme.
Retain separate to core learner file.
In case of potential litigation or
Child Protection issues, retain
relevant extract in case file. Review
retention as needed
Unsuccessful Applicant
Do not retain, , except if an ESF-
funded programme.
Return to applicant either by hand
or by recorded delivery.
Successful Applicant
Prepare brief summary based on
review of reports & retain until
year of graduation/course
completion + 7 years, or longer if
an ESF-funded programme.
Return originals to applicant or
referring centre; Retain brief
summary as part of learner file. In
case of potential litigation, retain in
case file. Review retention as
needed against probability of legal
action.
Unsuccessful Applicant Prepare
brief summary & retain for 12
months, or longer if an ESF-
funded programme.
Retain summary for 12 months in
case of appeal
Successful Applicant
Retain until year of
graduation/course completion +
7 years, or longer if an ESF-
funded programme.
Transfer to learner file and retain as
part of that record.
Do not retain originals.
Securely destroy
summary.
Secure destruction/deletio
Applications & Assessment
Applicant Photographs
Secure
destruction/deletion
School Reports (from referring
school/centre)
OR
Records of alternative
training/qualification (recognition
of prior learning)
Applications & Assessment
External Psychological Assessments
included with applications
Applications & Assessment
Centres
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the ESF Guidelines in this policy, save where this schedule specifies longer retention
periods.
6
Record Group Record Description Retention Period Remarks Final Disposition
Unsuccessful Applicant
Retain for year of application +
12 months, or longer if an ESF-
funded programme.
Retained in case of appeal. Advise
applicants of destruction policy.
Successful Applicant
Retain until year of
graduation/course completion +
7 yrs, or longer if an ESF-funded
programme.
Transfer to learner file and retain as
part of that record.
Note: consent may need be
revalidated annually – refer to DES
or DPC guidance as required
Unsuccessful Applicant
Do not retain
In event of successful appeal,
applicant can be asked to reconsent
to transfers. No purpose for
retention of this record exists
Successful Applicant
Retain record of outcome and
associated reference number for
12 months from date of receipt
Transfer to learner record. In the
event of potential litigation,
resubmit request with reference
number to An Garda Siochana. Do
NOT retain.
Unsuccessful Applicant
Retain for 12 months from date
of receipt
Retained in case of appeal by
learner.
Applications & Assessment
Data Sharing/Transfer Consent
(where this is a stand-alone
document, as opposed to being
part of the learner's application
form).
Applications & Assessment
Garda Vetting
Secure
destruction/deletion
Secure
destruction/deletion
Centres
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the ESF Guidelines in this policy, save where this schedule specifies longer retention
periods.
7
Record Group Record Description Retention Period Remarks Final Disposition
Successful Applicant
Retain for Year of
Graduation/completion of
course + 7 years, or longer if an
ESF-funded programme.
Transfer to learner record, retain as
part of this file. In case of potential
litigation, retain relevant extract in
case file. Review retention as
needed against probability of legal
action.
Unsuccessful Applicant
Retain for year of referral + 12
months, or longer if an ESF-
funded programme.
Retained in case of appeal / case
review
Minor infringements:
Never destroy if they relate to a
learner who was under 18 at
course commencement. For
learners aged 18+ at course
commencement, review and
retain if relevant to pattern of
behaviour. Purge at graduation/
end of course, except if an ESF-
funded programme.
Secure
destruction/deletion at
graduation/ end of course
Applications & Assessment
Secure
destruction/deletion
SOLAS Referral Record
Disciplinary
Disciplinary Records
Minor incidents may be indicative of
a pattern of behaviour indicating
risk to learner or others.
Determination of what constitutes a
minor/major infringement to be
determined in light of ETB/centre
disciplinary policy.
Centres
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the ESF Guidelines in this policy, save where this schedule specifies longer retention
periods.
8
Record Group Record Description Retention Period Remarks Final Disposition
Major infringements:
Never destroy if they relate to a
learner who was under 18 at
course commencement. For
learners aged 18+ at course
commencement, retain for year
of graduation/course completion
+ 7 years, or longer if an ESF-
funded programme.
Never destroy
Disciplinary
Bullying Investigations, reports &
Intervention plans
Never destroy if they relate to a
learner who was under 18 at
course commencement. For
learners aged 18+ at course
commencement, retain for year
of graduation/course completion
+ 7 years, or longer if an ESF-
funded programme.
Bullying will constitute a major
infringement of disciplinary policy
(see 'disciplinary records' above).
May have evidentiary value in civil
or criminal litigation.
Either never destroy, or
secure
destruction/deletion, as
per 'retention period' -
see left.
Examination Results In-centre Tests / Assessments
Year of graduation/course
completion + 7 years, or longer if
an ESF-funded programme.
Retain as part of learner file. In case
of potential litigation, retain
relevant extract in case file. Review
retention as needed against
probability of legal action.
Secure destruction
Centres
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the ESF Guidelines in this policy, save where this schedule specifies longer retention
periods.
9
Record Group Record Description Retention Period Remarks Final Disposition
Examination Results
FETAC/QQI Award evidence of
assessment e.g. learner portfolios,
artwork
Once results are issued and
period for learner appeals has
expired, learners should be given
a short window in which to
collect their work, after which it
is destroyed if uncollected.
Exception: ESF-funded
programmes.
QQI QA policy framework is the
master schedule here and QQI may
issue mandates or guidance – refer
to QQI QA policies for the Centre.
Introduction of PLSS may also see
revised guidance in this regard
(March 2017). In case of potential
litigation, retain relevant extract in
case file. Review retention as
needed against probability of legal
action
Secure destruction, but
retain with the learner
file in the event of an
unsuccessful appeal.
Learner File
Consolidated learner record for
centre
Retain for Year of
Graduation/Course Completion +
7 years.
Exception: ESF-funded
programmes.
Retention period covers potential
age of majority + 7 years for civil
suit, or for 7 yrs post-course
completion for adult education /
youth reach in case of litigation risk.
Archive to secure storage
Securely destroy after 7
years
Learner Supports
(Financial)
HEA Disability fund Applications
Retain for year of request + 6
years. Exception: ESF-funded
programmes.
Aligns with financial accounting
cycles; Provides ample window for
appeals in case of refusal. In case of
potential litigation, retain relevant
extract in case file. Review retention
as needed against probability of
legal action.
Secure
destruction/deletion
Centres
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the ESF Guidelines in this policy, save where this schedule specifies longer retention
periods.
10
Record Group Record Description Retention Period Remarks Final Disposition
Learner Supports
(Financial)
Training Allowance Records
Year of payment + 6 years.
Exception: ESF-funded
programmes.
Aligns with financial accounting
cycles; Provides ample window for
appeals in case of refusal. In case of
potential litigation, retain relevant
extract in case file. Review retention
as needed against probability of
legal action.
Learner Supports
(Financial)
BTEI records
Refer to ESF Guidelines section
of this document.
Secure
destruction/deletion
Learner Supports
(Financial)
BTEA records
Year of payment + 6 years, or
longer if an ESF-funded
programme.
Aligns with financial accounting
cycles; Provides ample window for
appeals in case of refusal
In case of potential
litigation, retain relevant
extract in case file.
Review retention as
needed against
probability of legal action.
Secure destruction
thereafter.
Learner Supports
(Non-Financial)
Home School Community Liaison
Visit Notes /Case Management
Retain until year of graduation/
end of course or learner reaches
18 years, which ever is earlier, +
7 years – Archive with learner
File. Exception: ESF-funded
programmes.
Relates to case management of
learner in domestic/community
environment.
In case of potential
litigation, retain relevant
extract in case file.
Review retention as
needed against
probability of legal action.
Secure destruction
thereafter.
Centres
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the ESF Guidelines in this policy, save where this schedule specifies longer retention
periods.
11
Record Group Record Description Retention Period Remarks Final Disposition
Learner Supports
(Non-Financial)
TUSLA Reports
Retain until year of graduation/
end of course or learner reaches
18 years, which ever is earlier, +
7 years – Archive with learner
File. Exception: ESF-funded
programmes.
Relates to case management of
learner in domestic/community
environment
In case of potential
litigation, retain relevant
extract in case file.
Review retention as
needed against
probability of legal action.
Secure destruction
thereafter.
Learner Supports
(Non-Financial)
Guidance Records (Therapeutic
Counselling)
Closure of File + 7 years or 7
years after learner has turned
18. Exception: ESF-funded
programmes.
Aligns with retention period for
learner records. Consolidation of
records for archive facilitates future
retrieval
In case of potential
litigation, retain relevant
extract in case file.
Review retention as
needed against
probability of legal action.
Secure destruction
thereafter.
Learner Supports
(Non-Financial)
Guidance Records (Non Therapeutic
e.g. educational guidance)
Retain as separate file until
graduation / end of course + 2
yrs. Consolidate with learner
record for archiving. Exception:
ESF-funded programmes.
Aligns with retention period for
learner records. Consolidation of
records for archive facilitates future
retrieval
In case of potential
litigation, retain relevant
extract in case file.
Review retention as
needed against
probability of legal action.
Secure destruction
thereafter.
Centres
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the ESF Guidelines in this policy, save where this schedule specifies longer retention
periods.
12
Record Group Record Description Retention Period Remarks Final Disposition
Learner Supports
(Non-Financial)
Referral Records (for support
services)
Closure of file + 7 years or
learner’s 18th Birthday +7 yrs.
Exception: ESF-funded
programmes.
Provides continuity of record for
duration of study; Retained for 7
years in case of court action (statute
of limitations)
In case of potential
litigation, retain relevant
extract in case file.
Review retention as
needed against
probability of legal action.
Secure destruction
thereafter.
Learner Supports
(Non-Financial)
National Behaviour Support Service
records
Retain until year of graduation/
end of course + 7 years – Archive
with learner file. Exception: ESF-
funded programmes.
Retained for evidence of supports
applied for/provided.
In case of potential
litigation, retain relevant
extract in case file.
Review retention as
needed against
probability of legal action.
Secure destruction
thereafter.
Learner Supports
(Non-Financial)
Individualised Education Plan
/Individual Behaviour Plan
Retain until graduation/end
course + 7yrs. Exception: ESF-
funded programmes.
Forms part of learner file
Retain and review if there
is risk. Secure destruction
thereafter.
Child Protection Child Protection Files Retain indefinitely
In case of litigation/criminal
investigation
Retain indefinitely
Child Protection
Allegation of Child Protection
nature against member of staff,
including where allegation is
unfounded
Retain indefinitely
In case of litigation/criminal
investigation
Retain indefinitely
Centre Activities & Trips
Permission Slips (re Learners under
18 only)
Never destroy Never destroy N/A
Centres
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the ESF Guidelines in this policy, save where this schedule specifies longer retention
periods.
13
Record Group Record Description Retention Period Remarks Final Disposition
Centre Activities & Trips Risk Assessments
Retain locally for 24 months
after date of trip or activity.
Exception: ESF-funded
programmes.
Supports audit/review of activity
management. Allows for reference
to or reuse of risk assessments
between classes/groups.
If incident occurs on trip (e.g. health
& safety, disciplinary, accident)
retain in line with retention period
for the type of incident as listed in
this schedule).
Secure
destruction/deletion
Centre Activities & Trips Itineraries
Retain locally for 24 months
after date of trip or activity.
Exception: ESF-funded
programmes.
Supports audit/review of activity
management. Allows for reference
to or reuse of risk assessments
between classes/groups.
If incident occurs on trip (e.g. health
& safety, disciplinary, accident)
retain in line with retention period
for the type of incident as listed in
this schedule).
Secure
destruction/deletion
Centre Activities & Trips Out-of-centre activity signing sheets
Retain locally for 24 months
after date of trip or activity.
Exception: ESF-funded
programmes.
Supports audit/review of activity
management. Allows for reference
to or reuse of risk assessments
between classes/groups.
Secure
destruction/deletion
Centres
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the ESF Guidelines in this policy, save where this schedule specifies longer retention
periods.
14
Record Group Record Description Retention Period Remarks Final Disposition
Minor Issue:
Retain for 12 months. Review
and retain if valid operational
reason. Exception: ESF-funded
programmes.
Minor issues may not require
retention; however, nature or
pattern of incidents may require
monitoring between years.
Major Issue:
Retain for year of complaint plus
6 years; Review for further
retention in case of contentious
disputes. Exception: ESF-funded
programmes.
Major issues may affect learner
learning/behaviour longer term or
may trigger need for referrals. Also
may be related to other risk issues
to be managed by centre
Child Protection Issue:
Initiate Child Protection
protocols and retain indefinitely
as part of CP records.
Any report/allegation of a child
protection issue must be treated
accordingly. Retain indefinitely.
Bullying:
Initiate Anti-bullying protocols.
Retain records for year of
graduation + 7 years. Exception:
ESF-funded programmes.
Bullying protocols are clearly
defined. Retention period aligns
with bullying records above.
Records of Complaints by
Parents/Guardians
Notes of verbal complaints or
copies of written complaints from
parents/guardians (re learners
under the age of 18)
In case of
litigation/criminal
investigation, retain
relevant extract in case
file. Review retention as
needed against
probability of legal action.
Secure
destruction/deletion
thereafter.
Centres
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the ESF Guidelines in this policy, save where this schedule specifies longer retention
periods.
15
Record Group Record Description Retention Period Remarks Final Disposition
Health & Safety Records
Accident Report form (refers to
learners in accidents)
Should be submitted from
Centre to Head Office to be
retained there.
Centres to retain copy of
accident reports locally for 3
years after date of incident;
Review annually thereafter
Head office to retain indefinitely.
Head Office Accident report is the
master record. Historically, copies
held locally in case mislaid/misfiled
by head office.
3 year local retention policy aligns
with S11(2)(b) Statute of Limitations
1957
Note: Copy submitted to Head
Office should be considered
“Master Record”. Local copies held
for administrative purposes only.
Retain indefinitely, in
case of litigation/criminal
investigation.
Health & Safety Records Learner Medical Information
Retain until updated by
parent/guardian (for minors) or
learner. Retain with learner
consolidated file thereafter.
Exception: ESF-funded
programmes.
Medical conditions can change. This
data should be refreshed annually.
Only retain most recent updated
version.
Note: Centres should implement
policies and procedures to solicit
updates from
parents/guardians/learners
In case of potential
litigation, retain relevant
extract in case file.
Review retention as
needed against
probability of legal action.
Secure destruction
thereafter.
Centres
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the ESF Guidelines in this policy, save where this schedule specifies longer retention
periods.
16
Record Group Record Description Retention Period Remarks Final Disposition
Health & Safety Records
Record of response to critical
incident involving learners and/or
staff
Should be submitted from
Centre to Head Office to be
retained there
Centres to retain locally for 3
years after date of incident.
Head office to retain for Year of
Graduation/end of course + 7
years
This is not a learner file record but
should be retained for same period
given application of limitation
periods on civil liability.
In case of potential
litigation, retain relevant
extract in case file.
Review retention as
needed against
probability of legal action.
Secure destruction
thereafter.
Staff Support & Operations Teacher Diary Entries
Review on annual basis.
Note: Diary entries relating to
disciplinary, learner support,
health & safety and other
matters made by staff who leave
a centre should be copied and
provided to the Head of Centre
for review and retention as
needed.
Diary entries relevant to on-going
operational or other matters may
have valid retention requirement;
Potential historical value.
In case of potential
litigation, retain relevant
extract in case file.
Review retention as
needed against
probability of legal action.
Secure
destruction/deletion
thereafter.
Staff Support & Operations Staff Meeting Minutes & Agendas
Date of meeting + 7 years.
Exception: ESF-funded
programmes.
Formal minutes should be kept for
this period; review thereafter in
case minutes relate to contentious
issue / litigation etc.
In case of potential
litigation, retain relevant
extract in case file.
Review retention as
needed against
probability of legal action.
Secure
destruction/deletion
thereafter.
Centres
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the ESF Guidelines in this policy, save where this schedule specifies longer retention
periods.
17
Record Group Record Description Retention Period Remarks Final Disposition
Staff Support & Operations Reports, Briefings, or presentations
Date of report + 7 years.
Exception: ESF-funded
programmes.
Formal reports should be kept for
this period; review thereafter in
case they relate to contentious
issue / litigation etc.
Secure destruction
Staff Support & Operations
Administrative Records of staff,
including Positions Of Responsibility
7 years. Exception: ESF-funded
programmes.
Benchmarked against IRMS
guidelines to UK education sector
In case of potential
litigation, retain relevant
extract in case file.
Review retention as
needed against
probability of legal action.
Secure
destruction/deletion
thereafter.
Staff Support & Operations
Administrative Correspondence
created by staff
7 years. Exception: ESF-funded
programmes.
Benchmarked against IRMS
guidelines to UK education sector
In case of potential
litigation, retain relevant
extract in case file.
Review retention as
needed against
probability of legal action.
Secure
destruction/deletion
thereafter.
Financial & Administrative
Records
Centres retain copies of a large amount of administrative and financial records processed by Head Office functions. Historically,
copies have been retained locally, for undefined periods, to mitigate risk of misplaced/misfiled/lost records in Head Office. The
retention periods outlined below are for the retention of records locally in the centres and are a supplement to, not a replacement
for, retention periods for any equivalent records in Head Office. As Centres are not the Record Owners, these retention periods are
shorter than Head Office retention periods, because Head Office files should be regarded as the “System of Record”.
Centres
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the ESF Guidelines in this policy, save where this schedule specifies longer retention
periods.
18
Record Group Record Description Retention Period Remarks Final Disposition
Financial Records Payroll claim forms
Retain local copy for 3 years
from year in which claim
submitted. Exception: ESF-
funded programmes.
Retained for local administrative
purposes;
Verify with Head Office
that they have retained
copy. If yes, destroy, if
no, provide copy then
secure
destruction/deletion.
Financial Records
Learner fee receipts (enrolment,
book money, Taxes)
Retain local copy for 3 years
from year in which payment
received.Exception: ESF-funded
programmes.
Retained for local administrative
purposes;
Verify with Head Office
that they have retained
copy. If yes, destroy, if
no, provide copy then
secure
destruction/deletion.
Financial Records Office records, requisitions, invoices
Retain local copy for 3 years
after year in which record was
created. Exception: ESF-funded
programmes.
Retained for local administrative
purposes;
Verify with Head Office
that they have retained
copy. If yes, destroy, if
no, provide copy then
secure
destruction/deletion.
Financial Records
Budget allocations (hours to
centres)
Retain local copy for 3 years
after year in which record was
created. Exception: ESF-funded
programmes.
Retained for local administrative
purposes;
Verify with Head Office
that they have retained
copy. If yes, destroy, if
no, provide copy then
secure
destruction/deletion.
Financial Records
Budget allocations (internal and
external)
Retain local copy for 3 years
after year in which record was
created. Exception: ESF-funded
programmes.
Retained for local administrative
purposes;
Verify with Head Office
that they have retained
copy. If yes, destroy, if
no, provide copy then
secure
destruction/deletion.
Centres
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the ESF Guidelines in this policy, save where this schedule specifies longer retention
periods.
19
Record Group Record Description Retention Period Remarks Final Disposition
Financial Records
Non-pay Financial Records (Invoices
etc.)
Retain local copy for 3 years
after year in which record was
created. Exception: ESF-funded
programmes.
Retained for local administrative
purposes;
Verify with Head Office
that they have retained
copy. If yes, destroy, if
no, provide copy then
secure
destruction/deletion.
Supplier Records
External Suppliers/Agencies (ETB
funded)-- tax clearance, audited
accounts, financial records
Retain local copy for 3 years
after year in which record was
created. Exception: ESF-funded
programmes.
Retain locally for day to day admin
purposes.
Verify with Head Office
that they have retained
copy. If yes, destroy, if
no, provide copy then
secure
destruction/deletion.
Supplier Records Service Level Agreements
Until superseded or end of
contract. Exception: ESF-funded
programmes.
Note: Centres should ensure
they have up-to-date SLAs with
suppliers where necessary.
Retain locally for day to day
management of supplier issues.
Head Office should retain for end of
contract + 7 years
Verify with Head Office
that they have retained
copy. If yes, destroy, if
no, provide copy then
secure
destruction/deletion.
Centre Internal
Administration
Records of Administrative decision
(e.g. local policies)
7 years
Review for decisions relating to
contentious matters or on-going
EU/ESF funded projects.
Aligns with academic
administration.
Verify with Head Office
that they have retained
copy. If yes, destroy, if
no, provide copy then
secure
destruction/deletion.
Centre Internal
Administration
Records of Administrative
correspondence
7 years
Review for correspondence
relating to contentious matters
or on-going EU/ESF funded
projects.
Aligns with academic
administration.
Verify with Head Office
that they have retained
copy. If yes, destroy, if
no, provide copy then
secure
destruction/deletion.
Centres
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the ESF Guidelines in this policy, save where this schedule specifies longer retention
periods.
20
Record Group Record Description Retention Period Remarks Final Disposition
Centre Internal
Administration
Annual Leave Records Retain local copies for 3 years
Aligns with Head Office retention
requirement under Organisation of
Working Time Act. Shorter retention
period locally would increase
administrative burden.
Verify with Head Office
that they have retained
copy. If yes, destroy, if
no, provide copy then
secure
destruction/deletion.
Centre Internal
Administration
Staff Attendance forms / Time
Sheets
Retain local copies for 3 years
Organisation of Working Time Act
mandates 3 year retention
requirement for Head Office.
This provides current year/previous
year retention locally for admin
purposes
Verify with Head Office
that they have retained
copy. If yes, destroy, if
no, provide copy then
secure
destruction/deletion.
Centre Internal
Administration
Disciplinary Procedures and Policies Until superseded by Head Office
Retain local copy of relevant
procedures and policies, (e.g. DES
circulars) until notified by Head
Office that policy/procedure
superseded.
Verify with Head Office
that they have retained
copy. If yes, destroy, if
no, provide copy then
secure
destruction/deletion.
Learner Payment Records Credit/Debit Card details
Do not retain. Breaches Payment
Card Industry/Data Security
Standards.
Retain record of mode of
payment, first and last 4 digits of
card only.
It is a breach of PCI-DSS standards
for credit card security to retain full
card numbers, names, addresses,
and other data in hard copy or
electronic form.
Redact data. Retain
redacted data for period
of financial records.
ESF Guidelines
This schedule refers to both paper and electronic records.
Typical areas of VEC/ETB Work concerned*
• BTEI
• Adult Literacy
• Traveller Training/Youthreach
• FÁS:
o Skills Training for Unemployed & Redundant
Workers
o Apprenticeship/Traineeship
o In Company Training
o Social Economy Programme
o Social Economy - Local Social Capital
• BTEI
• Adult Literacy
• Traveller Training
• Youthreach
• FÁS:
o Skills Training (including ESL, LTU)
o Apprenticeship/Traineeship
o Disability Training
o In Company Training
o Social Economy Programme
o Social Economy - Local Social Capital
Retention periods for ESF-related records are longer than for most other categories of record, and must be strictly observed for ESF audit purposes. The
ESF Managing Authority (via the Structural Funds Unit) at the Department of Education and Skills will issue notification when retention periods have
expired.
Title of Operational Programme
Employment & Human Resources
Development Operational Programme
2000-2006
Human Capital Investment Operational
Programme (HCI-OP) 2007-2013
Expiry of Retention
2015.01.09
31/12/2022, at a minimum - formal notification of expiry will
come from the ESF in due course
ESF Guidelines
This schedule refers to both paper and electronic records.
Typical areas of VEC/ETB Work concerned*
Title of Operational Programme Expiry of Retention
• BTEI
• Adult Literacy (now Adult Learning )
• Traveller Training
• Youthreach
• ETB Training for the Unemployed (includes
the following former FÁS programme
Groups):
o Specific Skills Training
o Labour Market Education and Training Fund
(Momentum)
* Visit www.esf.ie/en/Programmes for full details of activities covered, as this will vary from ETB to ETB.
Programme for Employability, Inclusion
and Learning (PEIL) 2014-20
2028 (estimated)
Schools
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the ESF Guidelines in this policy, save where this schedule specifies longer retention
periods.
23
Description Retention Period Remarks Final disposition
Registers/Roll books
Retain day registers
indefinitely, and archive
when class leaves + 2
years. Return fee-paying
registers to ETB Head
Office
Year of Graduation + 2 years Where
student is under 18 on enrolment, year of
reaching 18 + 2 years
N/A
State exam results N/A
State Examinations Commission's
responsibility to retain, not a requirement
for school/ETB to retain.
N/A
Enrolment Forms
Student reaching 18 years
+ 7 years
18 is age of majority plus 7 years (6 years
in which to take a claim against the ETB,
plus 1 year for proceedings to be served on
the ETB)
Secure destruction/deletion
Student transfer
forms (Applies from
one second-level
school to another)
Student reaching 18 years
+ 7 years
Student reaching 18 years + 7 years (6
years in which to take a claim against the
ETB, plus 1 year for proceedings to be
served on the ETB)
Secure destruction/deletion
Disciplinary notes Never destroy Never destroy N/A
Results of in-school
tests/exams (i.e. end
of term, end of year
exams, assessment
results)
Student reaching 18 years
+ 7 years
18 is age of majority plus 7 years (6 years
in which to take a claim against the ETB,
plus 1 year for proceedings to be served on
the ETB).
Secure destruction/deletion
End of term/year
reports
Student reaching 18 years
+ 7 years
18 is age of majority plus 7 years (6 years
in which to take a claim against the ETB,
plus 1 year for proceedings to be served on
the ETB)
Secure destruction/deletion
Schools
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the ESF Guidelines in this policy, save where this schedule specifies longer retention
periods.
24
Description Retention Period Remarks Final disposition
Records of school
tours/trips, including
permission slips,
itinerary reports
Never destroy Never destroy N/A
Scholarship
applications e.g.
Gaeltacht, book
rental scheme
Student reaching 18 years
+ 7 years
18 is age of majority plus 7 years (6 years
in which to take a claim against the ETB,
plus 1 year for proceedings to be served on
the ETB)
Secure destruction/deletion
Garda vetting form &
outcome on students
(N.B. vetting not
relevant to CNS
students)
Record of outcome
retained for 12 months.
Record of outcome retained for 12
months. School to retain the reference
number and date of disclosure on file,
which can be checked with An Garda
Siochana in the future.
Secure destruction/deletion
Psychological
assessments
Indefinitely Never destroy N/A - Never destroy
Special Education
Needs’ files, reviews,
correspondence and
Individual Education
Plans
Indefinitely Never destroy N/A
Accident reports Indefinitely Never destroy N/A
Child protection
records
Indefinitely Never destroy N/A
SENSITIVE PERSONAL DATA STUDENTS
Schools
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the ESF Guidelines in this policy, save where this schedule specifies longer retention
periods.
25
Description Retention Period Remarks Final disposition
Section 29 Appeals
Student reaching 18 years
+ 7 years
Student reaching 18 years + 7 years (6
years in which to take a claim against the
ETB, plus 1 year for proceedings to be
served on the ETB)
Secure destruction/deletion
Enrolment/transfer
forms where child is
not enrolled or
refused enrolment
Student reaching 18 years
+ 7 years
Student reaching 18 years + 7 years (6
years in which to take a claim against the
ETB, plus 1 year for proceedings to be
served on the ETB)
Secure destruction/deletion
Records of complaints
made by parents/
guardians
Depends entirely on the
nature of the complaint.
Depends entirely on the nature of the
complaint. If it is child-safeguarding, a
complaint relating to teacher-handling, or
an accident, then retain indefinitely. Never
destroy. If it is a complaint of a more
mundane nature (e.g. misspelling of child’s
name, parent not being contacted to be
informed of parent-teacher meeting) or
other minor matter, then student reaching
18 years + 7 years (6 years in which to take
a claim, and 1 year for proceedings to be
served on school)
Secure destruction/deletion or N/A, depending on
the nature of the records.
Accident reports Indefinitely Never destroy N/A
Schools
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the ESF Guidelines in this policy, save where this schedule specifies longer retention
periods.
26
Description Retention Period Remarks Final disposition
Any returns which
identify individual
staff/students
Submitted online to DES.
Printout retained by ETB
HO
Depends upon the nature of the return. If
it relates to pay/pension/benefits of staff,
keep indefinitely as per DES guidelines. If it
relates to information on students, e.g.
October Returns, Annual Census etc., keep
in line with “Student Records” guidelines
above.
N/A
School Closure
On school closure, records
should be transferred as
per guidance provided by
Records Retention in the
event of school
closure/amalgamation on
the
DataProtectionSchools
website.
A decommissioning exercise should take
place with respect to archiving and
recording data.
Board agenda and
minutes
Send copy to ETB for
approval
Indefinitely. Originals should be stored
securely on school property
N/A
BOARD OF MANAGEMENT RECORDS
GOVERNMENT RETURNS
Schools
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the ESF Guidelines in this policy, save where this schedule specifies longer retention
periods.
27
Description Retention Period Remarks Final disposition
CCTV recordings
28 days in the normal
course, but longer on a
case-by-case basis e.g.
where recordings/images
are requested by An
Garda Síochána as part of
an investigation or where
the records /images
capture issues such as
damage/vandalism to
school property and
where the
images/recordings are
retained to investigate
those issues.
Secure destruction/deletion
Principal’s monthly
report including staff
absences
Submit copies to ETB
Head Office
Retain originals Indefinitely.
Administrative log and does not relate to
any one employee in particular: the
monthly reports are not structured, either
by reference to individuals or by reference
to criteria relating to individuals, in such a
way that specific information relating to a
particular individual is readily accessible.
Not a “relevant filing system”.
N/A
Invoices/back-up
records/receipts
Retain for 7 years Secure destruction/deletion
OTHER SCHOOL BASED REPORTS/MINUTES
FINANCIAL RECORDS
Schools
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the ESF Guidelines in this policy, save where this schedule specifies longer retention
periods.
28
Description Retention Period Remarks Final disposition
Any documents
relating to the
recording and
administration of
payroll.
Retain local copy for 3
years from year in which
claim submitted.
Retained for local administrative purposes.
Payroll function for Community National
Schools is carried out by the Department
of Education and Skills Payroll Division in
Athlone.
Verify with Department of Education and Skills
Payroll Division that they have retained copy, and
there there is no further business case for
retention. If yes, destroy, if no, provide copy then
secure destruction/deletion.
HEALTH AND SAFETY
Accident reports Indefinitely Never destroy N/A
Incident Report Forms
10 years.
For incidents relating to
students under age of 18,
retain scanned copy until
reaching age 18, and add
10 years
Aligns with Insurance retention periods In
case of litigation/criminal investigation,
retain and review retention regularly as
needed against probability of legal action.
Secure destruction/deletion.
Hazard Report Forms Retain for 10 years
Aligns with Insurance retention periods In
case of litigation/criminal investigation,
retain and review retention regularly as
needed against probability of legal action.
Secure destruction/deletion.
Critical Incident
Management Plan
(CIMP) Framework &
Aide Memoir
Superseded + 10 years
Good Practice. Supports lessons learned
and evaluation of plan. In case of
litigation/criminal investigation, retain
relevant extract in case file. Review
retention as needed against probability of
legal action.
Secure destruction/deletion.
Business Continuity
Plan (BCP)
Superseded + 10 years
Good Practice. Supports lessons learned
and evaluation of plan.
Secure destruction/deletion.
PAYROLL (CNS only)
Schools
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the ESF Guidelines in this policy, save where this schedule specifies longer retention
periods.
29
Description Retention Period Remarks Final disposition
ETB Fire & Evacuation
Procedures
Superseded + 10 years
Legal Requirement. In case of
litigation/criminal investigation, retain
relevant extract in case file. Review
retention as needed against probability of
legal action.
Secure destruction/deletion.
Safety Statements Indefinitely
Legal Requirement
Safety, Health, & Welfare at Work Act 2005
requires creation of a safety statement and
its updating where required. No retention
period is defined for superseded
statements. Retention is for good practice,
in case of litigation/criminal investigation.
n/a
Risk Assessments &
Risk Registers
Indefinitely
Retention is for good practice, in case of
litigation/criminal investigation.
n/a
Statement of Health
& Safety Policy
Superseded + 10 years
Legal Requirement. In case of
litigation/criminal investigation, retain
relevant extract in case file. Review
retention as needed.
Secure destruction/deletion
DSE Display Screen
Assessments
Date of Assessment + 10
years.
Legal Requirement. In case of
litigation/criminal investigation, retain
relevant extract in case file. Review
retention as needed.
Secure destruction/deletion
Pregnant Employee
Assessment Forms
Date of Assessment + 10
years.
Legal Requirement. In case of
litigation/criminal investigation, retain
relevant extract in case file. Review
retention as needed.
Secure destruction/deletion
Manual Handling Risk
Assessment
Date of assessment + 10
years.
Legal Requirement. In case of
litigation/criminal investigation, retain
relevant extract in case file. Review
retention as needed.
Secure destruction/deletion
Schools
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the ESF Guidelines in this policy, save where this schedule specifies longer retention
periods.
30
Description Retention Period Remarks Final disposition
Disclaimers signed by
students undergoing
Beauty Treatments
Retain indefinitely
In the event of claim or litigation in respect
of accident or injury during or arising from
treatment
Retain indefinitely
Inspection Checklists Superseded + 10 years
Legal Requirement. In case of
litigation/criminal investigation, retain
relevant extract in case file. Review
retention as needed.
Secure destruction/deletion
Internal Audits and
Reviews
Date of Inspection + 10
years.
Legal Requirement. In case of
litigation/criminal investigation, retain
relevant extract in case file. Review
retention as needed.
Secure destruction/deletion
Safety Inspections
(HSA)
Date of Report+ 10 years
Legal Requirement. Evidence of actions on
report findings/weaknesses. In case of
litigation/criminal investigation, retain
relevant extract in case file. Review
retention as needed against probability of
legal action.
Secure destruction/deletion
Fire Registers
Date of last update + 10
years
As per State Claims Agency Fire Register &
Guidance Template
v1.0. (http://stateclaims.ie/wp-
content/uploads/2014/03/Fire-Register-
guidance-and-templates-Version-1-
2014.pdf) In case of litigation/criminal
investigation, retain relevant extract in
case file. Review retention as needed
against probability of legal action.
Secure destruction/deletion
Schools
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the ESF Guidelines in this policy, save where this schedule specifies longer retention
periods.
31
Description Retention Period Remarks Final disposition
Fire Drills Log Date of last drill + 10 years
Maintained as part of Fire Register. In case
of litigation/criminal investigation, retain
relevant extract in case file. Review
retention as needed against probability of
legal action.
Secure destruction/deletion
Copies of Safety
Training Materials +
record of who
received training
Indefinitely
Retention is for good practice, in case of
litigation/criminal investigation.
n/a
HSA Correspondence
Date of Correspondence +
10 years
Legal Requirement. In case of
litigation/criminal investigation, retain
relevant extract in case file. Review
retention as needed against probability of
legal action.
Secure destruction/deletion
Administrative
correspondence
Date of correspondence +
7 years
In line with general administrative
retention period. In case of
litigation/criminal investigation, retain
relevant extract in case file. Review
retention as needed against probability of
legal action.
Secure destruction/deletion
HQ Corporate Services
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
32
Record Group Record Description Retention Period Remarks Final Disposition
Insurance Policy
Policy documents Indefinitely
Especially relevant for claims for
health issues that are identified
many years after the cause.
Secure destruction/deletion,
archive policy schedule
document.
Insurance
Insurance Property Claims,
including any legal
correspondence.
10 years following settlement or
withdrawal of claim
Audit Requirement. Property
losses are usually discovered
and claims initiated shortly after
Secure destruction/deletion
Insurance
Insurance Accident Claim Forms,
including any legal
correspondence.
10 years following settlement or
withdrawal of claim.
Legal Requirement Secure destruction/deletion
Insurance
Insurance Correspondence
Date of Correspondence + 10
years.
Review correspondence before
destruction to verify if it relates
to a claim or potential claim by a
minor which may warrant longer
retention – usually 2 years after
they reach 18 years.
Legal Requirement; period
covers statute of limitations for
any potential claim by an adult.
Reviewing of correspondence to
identify claims relating to minors
is a prudent risk management
control. In case of
litigation/criminal investigation,
retain relevant extract in case
file. Review retention as needed.
Secure destruction/deletion
Insurance
HQ Corporate Services
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
33
Record Group Record Description Retention Period Remarks Final Disposition
HEALTH AND SAFETY
Health & Safety
Accident reports Indefinitely Never destroy N/A
Health & Safety Incident Report Forms
10 years.
For incidents relating to students
under age of 18, retain scanned
copy until reaching age 18, and
add 10 years
Aligns with Insurance retention
periods In case of
litigation/criminal investigation,
retain and review retention
regularly as needed against
probability of legal action.
Secure destruction/deletion.
Health & Safety Hazard Report Forms Retain for 10 years
Aligns with Insurance retention
periods In case of
litigation/criminal investigation,
retain and review retention
regularly as needed against
probability of legal action.
Secure destruction/deletion.
Incident Management
Plans
Critical Incident Management Plan
(CIMP) Framework & Aide
Memoir
Superseded + 10 years
Good Practice. Supports lessons
learned and evaluation of plan.
In case of litigation/criminal
investigation, retain relevant
extract in case file. Review
retention as needed against
probability of legal action.
Secure destruction/deletion.
Incident Management
Plans
Business Continuity Plan (BCP) Superseded + 10 years
Good Practice. Supports lessons
learned and evaluation of plan.
Secure destruction/deletion.
HQ Corporate Services
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
34
Record Group Record Description Retention Period Remarks Final Disposition
Incident Management
Plans
ETB Fire & Evacuation Procedures Superseded + 10 years
Legal Requirement. In case of
litigation/criminal investigation,
retain relevant extract in case
file. Review retention as needed
against probability of legal
action.
Secure destruction/deletion.
Policies & Procedures Safety Statements Indefinitely
Legal Requirement
Safety, Health, & Welfare at
Work Act 2005 requires creation
of a safety statement and its
updating where required. No
retention period is defined for
superseded statements.
Retention is for good practice, in
case of litigation/criminal
investigation.
n/a
Policies & Procedures Risk Assessments & Risk Registers Indefinitely
Retention is for good practice, in
case of litigation/criminal
investigation.
n/a
Policies & Procedures
Statement of Health & Safety
Policy
Superseded + 10 years
Legal Requirement. In case of
litigation/criminal investigation,
retain relevant extract in case
file. Review retention as needed.
Secure destruction/deletion
HQ Corporate Services
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
35
Record Group Record Description Retention Period Remarks Final Disposition
Assessments DSE Display Screen Assessments Date of Assessment + 10 years.
Legal Requirement. In case of
litigation/criminal investigation,
retain relevant extract in case
file. Review retention as needed.
Secure destruction/deletion
Assessments
Pregnant Employee Assessment
Forms
Date of Assessment + 10 years.
Legal Requirement. In case of
litigation/criminal investigation,
retain relevant extract in case
file. Review retention as needed.
Secure destruction/deletion
Assessments Manual Handling Risk Assessment Date of assessment + 10 years.
Legal Requirement. In case of
litigation/criminal investigation,
retain relevant extract in case
file. Review retention as needed.
Secure destruction/deletion
Assessments - Disclaimer
Disclaimers signed by students
undergoing Beauty Treatments
Retain indefinitely
In the event of claim or litigation
in respect of accident or injury
during or arising from treatment
Retain indefinitely
Audits & Inspections
Inspection Checklists H&S Head
Office & Safety Rep Inspection
Checklist
Superseded + 10 years
Legal Requirement. In case of
litigation/criminal investigation,
retain relevant extract in case
file. Review retention as needed.
Secure destruction/deletion
HQ Corporate Services
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
36
Record Group Record Description Retention Period Remarks Final Disposition
Audits & Inspections
Internal Audits and Reviews (ETB
staff)
Date of Inspection + 10 years.
Legal Requirement. In case of
litigation/criminal investigation,
retain relevant extract in case
file. Review retention as needed.
Secure destruction/deletion
Audits & Inspections Safety Inspections (HSA) Date of Report+ 10 years
Legal Requirement. Evidence of
actions on report
findings/weaknesses. In case of
litigation/criminal investigation,
retain relevant extract in case
file. Review retention as needed
against probability of legal
action.
Secure destruction/deletion
Audits & Inspections Fire Registers Date of last update + 10 years
As per State Claims Agency Fire
Register & Guidance Template
v1.0. (http://stateclaims.ie/wp-
content/uploads/2014/03/Fire-
Register-guidance-and-
templates-Version-1-
2014.pdf) In case of
litigation/criminal investigation,
retain relevant extract in case
file. Review retention as needed
against probability of legal
action.
Secure destruction/deletion
HQ Corporate Services
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
37
Record Group Record Description Retention Period Remarks Final Disposition
Audits & Inspections Fire Drills Log Date of last drill + 10 years
Maintained as part of Fire
Register. In case of
litigation/criminal investigation,
retain relevant extract in case
file. Review retention as needed
against probability of legal
action.
Secure destruction/deletion
Audits & Inspections Accident Statistics
Date of last reported accident
+20 years.
Retain original records for 10
years.
Retain aggregated data for
further 10 years.
Legal Requirement
Secure destruction of original
records after 10 years.
Scan/Save Aggregated data
and store for further 10 years.
Secure destruction/deletion of
statistical data after 20th year.
Safety Training
Copies of Safety Training
Materials + record of who
received training
Indefinitely
Retention is for good practice, in
case of litigation/criminal
investigation.
n/a
Correspondence HSA Correspondence
Date of Correspondence + 10
years
Legal Requirement. In case of
litigation/criminal investigation,
retain relevant extract in case
file. Review retention as needed
against probability of legal
action.
Secure destruction/deletion
HQ Corporate Services
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
38
Record Group Record Description Retention Period Remarks Final Disposition
Correspondence Administrative correspondence
Date of correspondence + 7
years
In line with general
administrative retention period.
In case of litigation/criminal
investigation, retain relevant
extract in case file. Review
retention as needed against
probability of legal action.
Secure destruction/deletion
Board Meetings Minutes Retain indefinitely Retain indefinitely Retain indefinitely
Board Meetings (both the
Board of the ETB and the
Committee of the VEC)
Agendas & Minutes Indefinitely n/a
Board Meetings (both the
Board of the ETB and the
Committee of the VEC)
Correspondence and Reports
considered at Board Meetings
Date of meeting + 7 years
Unless need for further retention
identified
Review after 7 years in case
minutes relate to contentious
issue / litigation or historical
value, in which case retain with
relevant case file.
Secure destruction/deletion /
Archive
Board Meetings (both the
Board of the ETB and the
Committee of the VEC)
Attendance Sheets
Date of meeting + 7 years.
Unless need for further retention
identified
Attendance recorded in the
minutes in any event
Secure destruction/deletion/
Archive
Committee Meetings
(Audit, Finance, Boards of
Schools, etc.)
Agendas & Minutes Indefinitely n/a
ADMINISTRATION
HQ Corporate Services
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
39
Record Group Record Description Retention Period Remarks Final Disposition
Committee Meetings
(Audit, Finance, Boards of
Schools, etc.)
Correspondence and Reports
considered at Board Meetings
Date of meeting + 7 years, unless
need for further retention
identified
Review after 7 years in case
minutes relate to contentious
issue / litigation or historical
value, in which case retain with
relevant case file.
Secure destruction/deletion.
Archive
Committee Meetings
(Audit, Finance, Boards of
Schools, etc.)
Attendance Sheets
Date of meeting + 7 years.
Unless need for further retention
identified
Attendance recorded in the
minutes in any event
Secure destruction/deletion/
Archive
Appointment of
Committee Members
Records relating to the successful
appointment of Committee
members
Term of office plus 7 years
Equivalent to HR processes for
staff members. In the event that
matters under discussion relate
to an identified risk of or
instance of litigation, retain with
relevant case file.
Secure destruction/deletion.
Appointment of
Committee Members
Records relating to unsuccessful
committee applicants
Year of Appointments + 1 year
Equivalent to HR processes for
staff members. In the event that
matters under discussion relate
to an identified risk of or
instance of litigation, retain with
relevant case file.
Secure destruction/deletion
Appointment of
Committee Members
Register of Appointment as a
Committee member
Indefinitely; Historic record
Historical value. In the event
that matters under discussion
relate to an identified risk of or
instance of litigation, retain with
relevant case file.
Archive
HQ Corporate Services
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
40
Record Group Record Description Retention Period Remarks Final Disposition
Ethics in Public Office
Declaration
Records of declarations from
committee members, spouses,
children etc.
15 years
Section 34 Ethics in Public Office
Act 1995 (as amended). In the
event that matters under
discussion relate to an identified
risk of or instance of litigation,
retain with relevant case file.
Secure destruction/deletion
Ethics in Public Office
Declaration
Register of Members Interests 15 years
Section 34 Ethics in Public Office
Act 1995 (as amended). In the
event that matters under
discussion relate to an identified
risk of or instance of litigation,
retain with relevant case file.
Secure destruction/deletion
Committee Member
Training & Development
Records documenting training &
development of Committee
members
7 years
Required to demonstrate
continued relevant CPD of
committee members. In the
event that matters under
discussion relate to an identified
risk of or instance of litigation,
retain with relevant case file.
Secure destruction/deletion
HQ Corporate Services
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
41
Record Group Record Description Retention Period Remarks Final Disposition
Elections to Committee
Correspondence
General correspondence in
relation to elections
7 years
Sufficient to allow for queries or
FOI requests to be addressed;
Review before destruction for
correspondence of historical or
other value. In the event that
matters under discussion relate
to an identified risk of or
instance of litigation, retain with
relevant case file.
Secure destruction/deletion
Section 29 Appeals
Disciplinary Appeal Forms, Board's
deliberations, other relevant
material
7 years
Review before destruction in the
event that matters under
discussion relate to an identified
risk of or instance of litigation.
Secure destruction/deletion
Garda Vetting Garda Vetting Response
Keep the actual response for 1
year from date of response.
Thereafter, retain the response
reference number with the date
vetting response received
Review for any exceptional
circumstance before destruction
Data Protection Commissioner
Guidance
Secure destruction/deletion
(i.e. the original response). In
case of legal need, resubmit
reference to AGS for copy of
what was originally provided.
HQ Corporate Services
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
42
Record Group Record Description Retention Period Remarks Final Disposition
Scheme Operations
Allocations
[record of Main Scheme & Hours
in Co-operation allocation]
7 years
Retain for comparisons,
statistical analysis /trend
analysis. Extract relevant records
from electronic copies (copy to
case file) or retain hard copy as
required
Secure destruction/deletion
Scheme Operations
Utilisati on
[record of Main Scheme & Hours
in Co-operation allocation]
Date of last entry + 40 years.
Retain for comparisons,
statistical analysis /trend
analysis. Extract relevant records
from electronic copies (copy to
case file) or retain hard copy as
required
Secure destruction/deletion
Student Grant
Applications
Application Forms and Supporting
Documentation
Hold original for 3 years after
final grant payment and then
destroy.
In case of potential litigation,
e.g. where a student appealed,
retain for 7 years after final
grant payment. Review
retention as needed against
probability of legal action. SUSI
launched on 12/6/12, from
which point VECs ceased
accepting new grant
applications.
Secure destruction/deletion
Correspondence Correspondence with Centres 7 years
Allows reasonable duration for
FOI requests etc. In case of
potential litigation, retain
relevant extract in case file.
Review retention as needed
against probability of legal
action.
Secure destruction/deletion
HQ Corporate Services
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
43
Record Group Record Description Retention Period Remarks Final Disposition
Correspondence
Correspondence re FETAC/QQI QA
process for each Centre.
7 years
Allows reasonable duration for
FOI requests etc. In case of
potential litigation, retain
relevant extract in case file.
Review retention as needed
against probability of legal
action.
Secure destruction/deletion
Claims
FETAC/QQI Module Assessment
Claim
Indefinitely
Hard copy: Year of claim + 7
years
Electronically from then on
Forms part of Salary -
implications for pension. In case
of potential litigation, retain
relevant extract in case file.
Review retention as needed
against probability of legal
action.
Scan or electronically archive,
then securely destroy original
Policies and Procedures
Disciplinary Procedures and
Policies
7 years
For comparison of changes and
review of implications. In case of
potential litigation, retain
relevant extract in case file.
Review retention as needed
against probability of legal
action.
Secure destruction/deletion
Policies and Procedures Other Policies and Procedures 7 years
For comparison of changes and
review of implications. In case of
potential litigation, retain
relevant extract in case file.
Review retention as needed
against probability of legal
action.
Secure destruction/deletion
HQ Corporate Services
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
44
Record Group Record Description Retention Period Remarks Final Disposition
Policies and Procedures
Drafts of policies and associated
working papers
7 years
To support bedding in of
process, development/ updating
of staff briefings etc. In case of
potential litigation, retain
relevant extract in case file.
Review retention as needed
against probability of legal
action.
Secure destruction/deletion
Property Title
Record documenting acquisition
and ownership by ETB of real
estate
Retain indefinitely N/A
Lease Agreement
Record documenting acquisition
and use of real estate by ETB
through lease or licence
Retain indefinitely N/A
Third Party Rental
Agreement/Licence
Agreement
Record documenting access to or
use of ETB's real estate by third
party through lease or licence
7 years after agreement expiry
Of no foreseeable value after
this period
Secure destruction/deletion
Service Contract
Agreement
Records documenting Service
Contract supply, charges,
investments, and covenants
7 years after agreement expiry
Of no foreseeable value after
this period
Secure destruction/deletion
ICT strategy
Development and implementation
of ICT strategy
10 years
Of no foreseeable value after
this period
Secure destruction/deletion
PROPERTIES & FACILITIES
INFORMATION TECHNOLOGY
HQ Corporate Services
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
45
Record Group Record Description Retention Period Remarks Final Disposition
Audit reports
[records documenting
participation in
inspections by authorized
bodies or their
representatives re: legal,
contractual, or technical
implementation
provisions]
Internal IT Audit / IT Security
Audit Reports
7 years
Retain for evidence of audit
actions, lessons learned, and
compliance. Retain relevant
extract or record if related to a
potential risk of litigation or
prosecution.
Secure destruction/deletion
Audit reports
[records documenting
participation in
inspections by authorized
bodies or their
representatives re: legal,
contractual, or technical
implementation
provisions]
External IT Audit / IT Security
Audit Reports
7 years
Retain for evidence of audit
actions, lessons learned, and
compliance
Secure destruction/deletion
Audit reports
[records documenting
participation in
inspections by authorized
bodies or their
representatives re: legal,
contractual, or technical
implementation
provisions]
ICT Systems Change Log 3 years
Retain for evidence of changes
to technology or technology
related processes
Secure destruction/deletion
HQ Corporate Services
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
46
Record Group Record Description Retention Period Remarks Final Disposition
Project management
Records documenting the
management of ICT systems
development projects (i.e. project
management records, project
status meeting minutes etc.).
7 years
Retain until statute of
limitations on breach of contract
has expired in case of litigation
and in case of audit
requirement. Retain relevant
extract or record if related to a
potential risk of litigation or
prosecution.
Secure destruction/deletion
Usage regulations
Records governing the policies for
availability and conditions of use
of ICT resources
7 years after expiry
Retain for version comparisons
to demonstrate compliance with
audit actions
Secure destruction/deletion.
Electronic data deleted from
computer storage. Retain
relevant extract or entire
record if related to a potential
risk of litigation.
IT Governance activities
Administrative Meeting Agenda,
minutes
7 years
Aligns with standard
administrative minutes practice
in Centres
Secure destruction/deletion.
Electronic data deleted from
computer storage. Retain
relevant extract or entire
record if related to a potential
risk of litigation.
IT Governance activities
Project Submissions (incl. go/no
go decisions)
7 years
Aligns with standard
administrative records practice
in Centres
Supports “lessons learned” in
project planning, also evidence
reasons why projects not
initiated.
Secure destruction/deletion.
Electronic data deleted from
computer storage. Retain
relevant extract or entire
record if related to a potential
risk of litigation.
HQ Corporate Services
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
47
Record Group Record Description Retention Period Remarks Final Disposition
Major ICT incidents
Details of high priority IT
incidents, the measures taken to
address them and future
recommendations
3 years
To support change management
and/or incident
response/training
To identify common causes and
special causes of security
incident and mitigate
Secure destruction/deletion
Electronic data deleted from
computer storage. Retain
relevant extract or entire
record if related to a potential
risk of litigation, especially if
related to a data breach.
Change management
Records documenting the initial
development and post-
implementation modification and
maintenance of ICT systems.
7 years Historical value
Secure destruction/deletion
Electronic data deleted from
computer storage. Retain
relevant extract or entire
record if related to a potential
risk of litigation.
Security management
Records documenting the security
arrangements for ICT systems.
7 years
ISO27001 and related standard
recommend review of security
management systems in
response to changes to systems
or changes to processes or
controls.
Secure destruction/deletion
Electronic data deleted from
computer storage. Retain
relevant extract or entire
record if related to a potential
risk of litigation.
Data backup operations
Records documenting the
management of system data
storage, including the operation
of routine data backup, archiving
and deletion routines.
3 years
Provides sufficient time for
audit/review/remediation
Secure destruction/deletion.
Electronic data deleted from
computer storage. Retain
relevant extract or entire
record if related to a potential
risk of litigation.
HQ Corporate Services
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
48
Record Group Record Description Retention Period Remarks Final Disposition
Monitoring logs (System
Log Files)
Records documenting routine
monitoring of the use of ICT
systems to ensure compliance
with legal requirements and
institutional policies.
3 years
Retain for internal /external
audit and control testing.
GDPR requires retention of
evidence of effective operation
of controls relating to
information security
Secure destruction/deletion.
Electronic data deleted from
computer storage. Retain
relevant extract or entire
record if related to a potential
risk of litigation.
Disposal of ICT equipment
ICT Equipment disposal policy and
associated procedures
7 years
Retain for version comparisons
to demonstrate compliance with
audit actions
Secure destruction/deletion.
Electronic data deleted from
computer storage. Retain
relevant extract or entire
record if related to a potential
risk of litigation.
Disposal of ICT equipment
Records documenting
arrangements for the sanitisation
of institutional ICT equipment
prior to disposal.
3 years
Retain for internal /external
audit and control testing.
GDPR requires retention of
evidence of effective operation
of controls relating to
information security
Secure destruction/deletion
Electronic data deleted from
computer storage. Retain
relevant extract or entire
record if related to a potential
risk of litigation.
Software license
management
Records documenting the
maintenance of appropriate
software licences for live ICT
systems.
3 years after licence expires
Retain for internal /external
audit and control testing.
Secure destruction/deletion
Electronic data deleted from
computer storage. Retain
relevant extract or entire
record if related to a potential
risk of litigation.
HQ Corporate Services
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
49
Record Group Record Description Retention Period Remarks Final Disposition
Identity and access
management
Records documenting the request,
creation, maintenance and
closure of user accounts for ICT
systems.
Closure of account plus 3 years
Retain for internal /external
audit and control testing.
GDPR requires retention of
evidence of effective operation
of controls relating to
information security
Secure destruction/deletion
Electronic data deleted from
computer storage. Retain
relevant extract or entire
record if related to a potential
risk of litigation.
Customer feedback
Details of user feedback on
service made in confidence
Current year plus 1 year
Supports continuous
improvement and incident/case
management.
Anonymise and retain
stati stical data re sati sfacti on;
Destroy identifiable data.
Security breaches
Records documenting attempted
or actual security breaches of the
institution's ICT systems, and
action taken by IT Services.
7 years
Retain for internal /external
audit and control testing. GDPR
requires retention of evidence
of effective operation of
controls relating to information
security.
Secure destruction/deletion
Electronic data deleted from
computer storage. Retain
relevant extract or entire
record if related to a potential
risk of litigation.
Data recovery
Records documenting user
requests to recover data from
backup or archive stores, and
action taken.
7 years
Retain for internal /external
audit and control testing. GDPR
requires retention of evidence
of effective operation of
controls relating to information
security.
Secure destruction/deletion
Electronic data deleted from
computer storage. Retain
relevant extract or entire
record if related to a potential
risk of litigation.
HQ Corporate Services
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
50
Record Group Record Description Retention Period Remarks Final Disposition
Support request
Records documenting user
requests for technical and
application support, and action
taken to investigate and resolve
the problem.
7 years
Of no foreseeable value after
this period
Secure destruction/deletion
Electronic data deleted from
computer storage. Retain
relevant extract or entire
record if related to a potential
risk of litigation.
User training
Records documenting the
development of technical and
application training for ICT system
users.
7 years
GDPR requires retention of
evidence of effective operation
of controls relating to
information security.
Secure destruction/deletion
Electronic data deleted from
computer storage. Retain
relevant extract or entire
record if related to a potential
risk of litigation.
User training
Records relating to attendance at
training re: IT systems & security
7 years
Training is explicitly referenced
as a control in GDPR. Must have
evidence of effectiveness.
Secure destruction/deletion
Electronic data deleted from
computer storage. Retain
relevant extract or entire
record if related to a potential
risk of litigation.
HQ Corporate Services
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
51
Record Group Record Description Retention Period Remarks Final Disposition
Network access requests
Requests for, and authorisation
of, connections of third party
equipment to the institution's
networks, either on institutional
premises or via dial-up
communications links.
Termination of connection plus 2
years
Note: 3rd party access must be
undertaken under a formal data
sharing agreement or data
processor contract
Retain for internal /external
audit and control testing.
GDPR requires retention of
evidence of effective operation
of controls relating to
information security
Retention longer than 2 years
post last action not necessary or
proportionate
Secure destruction/deletion
Electronic data deleted from
computer storage. Retain
relevant extract or entire
record if related to a potential
risk of litigation.
Statistics
Reporting to external bodies such
as DES, SOLAS, CSO, DSP, ETBI,
etc.
7 years
Of no foreseeable value after
period
Secure destruction/deletion
STATISTICS
HQ Finance
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
52
Record Group Record Description Retention Period Remarks Final Disposition
Annual Accounts Records
Records documenting the
preparation of annual accounts.
7 years. Retain for longer if
requested through CE
As required under Taxes Acts Secure destruction/deletion
Audited Accounts Audited Accounts Indefinitely n/a
Analyses of deployment
of Financial resources
Records documenting analyses of
the internal deployment of
financial resources
7 years. Retain for longerif
requested through CE
For year on year comparisons
against plans
Secure destruction/deletion
Statutory Accounts
Records documenting the
preparation of the statutory
accounts
7 years. Retain for longerif
requested through CE
As required under Taxes Acts Secure destruction/deletion
Internal Accounting
Transactions
Records/Journals documenting
the processing on internal
accounting transactions between
operating units (i.e. cross-charges)
7 years. Retain for longerif
requested through CE
For year on year comparisons
against plans
Secure destruction/deletion
Tax Returns
Records documenting the
preparation and filing of tax
returns
7 years. Revenue Commissioners
require that records be kept for
at least six years after the end of
the tax year. Records must be
made available for inspection by
authorised officers of the
Revenue Commissioners or of
the Dept. of Social Protection.
As required under Taxes Acts Secure destruction/deletion
Stock control Stocktaking Reports 7 years
Secure destruction/deletion
Stock control Stock Books/Asset Registers
Retain indefinitely in original
form.
GENERAL
HQ Finance
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
53
Record Group Record Description Retention Period Remarks Final Disposition
Purchase Invoices
Records documenting the receipt
and payment of purchase invoices
7 years. Retain for extended
period on request of CE in event
of legal issue. Review ongoing
retention thereafter.
Legislative requirement
(Companies Acts, Taxes Acts)
Secure destruction/deletion
Purchase Invoices
Records documenting the receipt
and payment of purchase invoices
relating to ESF funded
program/project
Refer to ESF Guidelines section
of this document. Retain for
extended period on request of
CE in event of legal issue. Review
ongoing retention thereafter.
If project is ESF funded, refer to
ESF Guidelines section of this
document.
Secure destruction/deletion
Employees’ Expenses
Records documenting the
payment and/or Reimbursement
of employees’ expenses
7 years. Retain for extended
period on request of CE in event
of legal issue. Review ongoing
retention thereafter.
Legislative requirement
(Companies Acts, Taxes Acts)
Secure destruction/deletion
Employees’ Expenses
Records documenting the
payment and/or Reimbursement
of employees’ expenses relating
to ESF funded program/project
Refer to ESF Guidelines section
of this document. Retain for
extended period on request of
CE in event of legal issue. Review
ongoing retention thereafter.
Benchmarked against DES
Circular 0020/2013. Refer to ESF
Guidelines section of this
document.
Secure destruction/deletion
Payment of Honoraria to
third parties
Records documenting the
payment of honoraria to third
parties (non-payroll)
7 years. Retain for extended
period on request of CE in event
of legal issue. Review ongoing
retention thereafter.
Legislative requirement
(Companies Acts, Taxes Acts)
Secure destruction/deletion
CREDITORS
HQ Finance
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
54
Record Group Record Description Retention Period Remarks Final Disposition
Payment of Honoraria to
third parties
Records documenting the
payment of honoraria to third
parties (non-payroll) in respect of
an ESF funded program/project
Refer to ESF Guidelines section
of this document. Retain for
extended period on request of
CE in event of legal issue; Review
ongoing retention.
Benchmarked against DES
Circular 0020/2013.
Secure destruction/deletion
Payment of expenses to
third parties
Record documenting the payment
of expenses to third parties (e.g.
honorary appointees)
7 years. Retain for extended
period on request of CE in event
of legal issue. Review ongoing
retention thereafter.
Legislative requirement
(Companies Acts, Taxes Acts)
Secure destruction/deletion
Payment of expenses to
third parties
Record documenting the payment
of expenses to third parties (e.g.
honorary appointees) in respect
of an ESF funded program or
project
Refer to ESF Guidelines section
of this document. Retain for
extended period on request of
CE in event of legal issueReview
ongoing retention thereafter.
Benchmarked against DES
Circular 0020/2013.
Secure destruction/deletion
Petty Cash Payments
Records documenting the
handling of Petty Cash
7 years
Taxes Acts, statute of limitations
on contractual debt
Secure destruction/deletion
Students’ Fees
Records documenting the receipt
and processing of students’ fees
7 years
Taxes Acts, statute of limitations
on contractual debt
Secure destruction/deletion
Petty Cash Payments for
EU funded programmes
Records documenting the
handling of Petty Cash on ESF-
funded projects
Refer to ESF Guidelines section
of this document.
Benchmarked against DoE
Circular 0020/2013
Refer to ESF Guidelines section
of this document before
destroying.
Secure destruction/deletion
when this has been checked.
BANKING
HQ Finance
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
55
Record Group Record Description Retention Period Remarks Final Disposition
Capital Projects
ESF funded projects
Financial Records relating to
project
* budget
* purchase orders/invoices
* other expenses charged to
project
Refer to ESF Guidelines section
of this document. In case of
litigation/criminal investigation,
retain relevant extract in case
file. Review retention as needed
against probability of legal
action.
Benchmarked against DES
Circular 0020/2013 and National
Retention Policy for Local
Authorities (2002)
Refer to ESF Guidelines section
of this document.
Refer to ESF Guidelines section
of this document before
destroying.
Secure destruction/deletion
when this has been checked.
Capital Projects
ESF funded projects
Project Charter, Project Plan,
Correspondence, and Reports
Refer to ESF Guidelines section
of this document. In case of
litigation/criminal investigation,
retain relevant extract in case
file. Review retention as needed
against probability of legal
action.
Benchmarked against DES
Circular 0020/2013 and National
Retention Policy for Local
Authorities (2002)
Refer to ESF Guidelines section
of this document.
Refer to ESF Guidelines section
of this document before
destroying.
Secure destruction/deletion
when this has been checked.
Capital Projects
Non-ESF Funded projects
Financial Records relating to
project
* budget
* purchase orders/invoices
* other expenses charged to
project
Calendar Year of End of Project
Maintenance + 7 years. In case
of litigation/criminal
investigation, retain relevant
extract in case file. Review
retention as needed against
probability of legal action.
Benchmarked National
Retention Policy for Local
Authorities (2002)
Secure destruction/deletion
PROJECTS
HQ Finance
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
56
Record Group Record Description Retention Period Remarks Final Disposition
Capital Projects
Non-ESF Funded
projects
Project Charter, Project Plan,
Correspondence, and Reports
Calendar Year of End of Project
Maintenance + 7 years. In case
of litigation/criminal
investigation, retain relevant
extract in case file. Review
retention as needed against
probability of legal action.
Benchmarked National
Retention Policy for Local
Authorities (2002)
Secure destruction/deletion
Procurement Procedures
Records documenting the
development of the institution’s
procurement procedures
7 years. Where risk of litigation,
retain copy of relevant
document. Review retention as
needed.
Good practice. Supports
comparison and review of
lessons learned etc.
Secure destruction/deletion
Supplier Evaluation
criteria
Records documenting supplier
evaluation criteria
7 years. Where risk of litigation,
retain copy of relevant
document. Review retention as
needed.
Good practice. Supports
comparison and review of
lessons learned etc.
Secure destruction/deletion
Invitations to suppliers to
apply for approval
Records documenting invitations
to prospective suppliers to apply
for approval
Expiry of invitation OR rejection
of application + 6 months OR
completion of approval. Where
risk of litigation, retain copy of
relevant document. Review
retention as needed.
Retain for QA/Audit purposes
and in case of appeals
Secure destruction/deletion
PROCUREMENT
HQ Finance
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
57
Record Group Record Description Retention Period Remarks Final Disposition
Records on evaluation
and notification to
approved suppliers
Records documenting the
evaluation of applications for
approval from prospective
suppliers, and notification of the
outcome: approved suppliers
Termination of approval +1 year.
Where risk of litigation, retain
copy of relevant document.
Review retention as needed.
Retain for duration of supplier
approval for reference.
Retention post-termination is to
align with retention of rejected
suppliers
Secure destruction/deletion
Records on evaluation
and notification to
rejected suppliers
Records documenting the
evaluation of applications for
approval from prospective
suppliers, and notification of the
outcome: rejected suppliers
Rejection + 1 year. Where risk of
litigation, retain copy of relevant
document. Review retention as
needed.
Retain for 1 year for QA/Audit
and review purposes or in case
of appeal
Applies to terminated approvals
also
Secure destruction/deletion
Process of inviting and
evaluating pre-
qualification submissions
Records documenting the process
of inviting and evaluating pre-
qualification submissions from
prospective suppliers
Award of supply contract + 1
year. Where risk of litigation,
retain copy of relevant
document. Review retention as
needed.
Retain for 1 year post award for
QA/Audit and review purposes
or in case of appeal
Secure destruction/deletion
Invitations to Tender and
evaluation criteria
Records documenting Invitations
to Tender and tender evaluation
criteria
7 years from contract award. If
project is ESF funded, refer to
ESF Guidelines section of this
document. Where risk of
litigation, retain copy of relevant
document. Review retention as
needed.
Retain as evidence of process
followed in awarding of
contract. Retain to ensure
contract executed as per tender
requirements and selection
criteria
Secure destruction/deletion
Issue of Invitations to
Tender and incoming
Tenders
Records documenting the issue of
Invitations to Tender
Award of contract + 1 year
Retain for 1 year for QA/Audit
and review purposes or in case
of appeal
Secure destruction/deletion
HQ Finance
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
58
Record Group Record Description Retention Period Remarks Final Disposition
Rejected Tenders
Records documenting the
evaluation of tenders, the conduct
of negotiations with tenderers
and the notification of the results
of the tender evaluation process:
rejected tenders
Award of supply contract + 1
year. Where risk of litigation,
retain copy of relevant
document. Review retention as
needed.
Retain for 1 year for QA/Audit
and review purposes or in case
of appeal
If project is ESF funded, refer to
ESF Guidelines section of this
document.
Secure destruction/deletion
Accepted Tenders
Records documenting the
evaluation of tenders, the conduct
of negotiations with tenderers
and the notification of the results
of the tender evaluation process:
accepted tenders
Award of supply contract + 1
year. Where risk of litigation,
retain copy of relevant
document. Review retention as
needed.
Retain for 1 year for QA/Audit
and review purposes or in case
of appeal
If project is ESF funded, refer to
ESF Guidelines section of this
document.
Secure destruction/deletion
Contract Award Contract Award report
Termination of supply contract
awarded + 7 years
If project is ESF funded, refer to
ESF Guidelines section of this
document. Where risk of
litigation, retain copy of relevant
document. Review retention as
needed.
Historical value Secure destruction/deletion
HQ Finance
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
59
Record Group Record Description Retention Period Remarks Final Disposition
Variations to Contracts
Records documenting variations
to contracts (e.g. revisions,
extensions)
Termination of contract + 7
years. Where risk of litigation,
retain copy of relevant
document. Review retention as
needed.
Retain as evidence of project
governance and amendments to
contract
If project is ESF funded, refer to
ESF Guidelines section of this
document.
Secure destruction/deletion
Supplier Performance
Records documenting the
monitoring of supplier
performance and action taken
regarding under-performance
Termination of contract + 7
years. Where risk of litigation,
retain copy of relevant
document. Review retention as
needed.
Retain as evidence of project
governance and supplier
management.
If project is ESF funded, refer to
ESF Guidelines section of this
document.
Secure destruction/deletion
Purchasing authorisation
limits
Records documenting purchasing
authorisation limits
7 years. Where risk of litigation,
retain copy of relevant
document. Review retention as
needed.
Retain for audit and comparison
purposes
Secure destruction/deletion
Internal authorisation for
procurement
Records documenting internal
authorisation for procurement
7 years. Where risk of litigation,
retain copy of relevant
document. Review retention as
needed.
Retain for QA/Audit and review
purposes.
If project is ESF funded, refer to
ESF Guidelines section of this
document.
Secure destruction/deletion
Purchase Orders Purchase Orders
7 years. Where risk of litigation,
retain copy of relevant
document. Review retention as
needed.
Retain for accounting and audit
purposes.
If project is ESF funded, refer to
ESF Guidelines section of this
document.
Secure destruction/deletion
HQ - Human Resources
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
60
Record Group Record Description Retention Period Remarks Final Disposition
Industrial Relations
Correspondence re
Issues
7 years
Benchmarked against UK Local authority
retention schedules. Retention period can be
extended if required on advice of CE in event of
legal issue, so review on case by case basis.
Secure destruction/deletion
Industrial Relations Agreements 7 years
Benchmarked against UK Local authority
retention schedules. Retention period can be
extended if required on advice of CE in event of
legal issue, so review on case by case basis.
Secure destruction/deletion
Industrial Relations
Minutes of
meetings
7 years
Benchmarked against UK Local authority
retention schedules. Retention period can be
extended if required on advice of CE in event of
legal issue, so review on case by case basis.
Secure destruction/deletion
Industrial Relations
Industrial Relations
Reports
7 years
Benchmarked against UK Local authority
retention schedules. Retention period can be
extended if required on advice of CE in event of
legal issue, so review on case by case basis.
Secure destruction/deletion
Case Management
Dignity at work
Case files
Retain until Staff member is 90
years of age
Historic Reference. Transfer to Personnel file on
retirement. Retain for extended period on
request of CE in event of legal issue. Review
ongoing retention.
Secure destruction/deletion
Case Management
Labour Court
Recommendations
Retain until staff member is 90
years of age
Historic Reference. Transfer to Personnel file on
retirement. Retain for extended period on
request of CE in event of legal issue. Review
ongoing retention.
Secure destruction/deletion
GENERAL
HQ - Human Resources
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
61
Record Group Record Description Retention Period Remarks Final Disposition
Case Management Disciplinary
Records
Retained as per Personnel
Disciplinary Procedures
Staff monitoring and performance
management. Transfer to Personnel file on
retirement. Retain for extended period on
request of CE in event of legal issue. Review
ongoing retention.
Secure destruction/deletion
HR Policies HR Policies 7 years Secure destruction/deletion
HR Policies
HR Policy drafts and
notes of
development
7 years
For reference and support in implementing
change. For QA and reference purposes. Retain
for extended period on request of CE in event
of legal issue; Review ongoing retention.
Secure destruction/deletion
Staff Training &
Development
(Including PMDS and
CPD)
Staff Training
Retain for Duration of
employment + 7 years
Statute of Limitations. Retain for extended
period on request of CE in event of legal issue;
Review ongoing retention.
Secure destruction/deletion
Staff Training &
Development
(Including PMDS and
CPD)
Health & Safety
Training
Retain for Duration of
employment + 7 years
Statute of Limitations. Retain for extended
period on request of CE in event of legal issue;
Review ongoing retention.
Secure destruction/deletion
Staff Training &
Development
(Including PMDS and
CPD)
Minutes of
meetings
7 years
Aligns with administrative record retention in
other areas. Retain for extended period on
request of CE in event of legal issue; Review
ongoing retention.
Secure destruction/deletion
Staff Training &
Development
(Including PMDS and
CPD)
Finance Records
(Including Fee
Suppport/ Fee
Waivers)
7 years
Historical value. Retain for extended period on
request of CE in event of legal issue; Review
ongoing retention.
Secure destruction/deletion
HQ - Human Resources
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
62
Record Group Record Description Retention Period Remarks Final Disposition
Staff Training &
Development
(Including PMDS and
CPD)
Annual programme
of courses /
workshops
7 years
For QA and reference purposes. Retain for
extended period on request of CE in event of
legal issue; Review ongoing retention.
Secure destruction/deletion
Staff Training &
Development
(Including PMDS and
CPD)
PMDS - Personal
Development forms
Until superseded/updated at
PMDS meeting
PMDS National Agreement. Retain for extended
period on request of CE in event of legal issue;
Review ongoing retention.
Secure destruction/deletion
Staff Training &
Development
(Including PMDS and
CPD)
PMDS -
Development Plans
Until superseded + 3 years
Provides sufficient period for review and
tracking of progress against plan.
Secure destruction/deletion
Employee Assistance
Programme
(Case Files)
Interview Notes Current year + 6 years
Statute of Limitations – maximum period in
which to take a claim. Retain for extended
period on request of CE in event of legal issue;
Review ongoing retention.
Secure destruction/deletion
Employee Assistance
Programme
(Case Files)
Correspondence Year of correspondence + 6 years
Statute of Limitations – maximum period in
which to take a claim. Retain for extended
period on request of CE in event of legal issue;
Review ongoing retention.
Secure destruction/deletion
Employee Assistance
Programme
(Case Files)
File cards 7 years
Statute of Limitations – maximum period in
which to take a claim. Retain for extended
period on request of CE in event of legal issue;
Review ongoing retention.
Secure destruction/deletion
Recruitment Process
Unsolicited
applications for
jobs
18 months from close of
competition
12 months from close of competition + 6
months in case of Equality Tribunal claim
Secure destruction/deletion
RECRUITMENT
HQ - Human Resources
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
63
Record Group Record Description Retention Period Remarks Final Disposition
Recruitment Process
Vacancy
Notification
Date of closure of competition +
18 Months
12 months from close of competition + 6
months in case of Equality Tribunal claim. In
case of litigation/criminal investigation, retain
relevant extract in case file. Review retention as
needed against probability of legal action.
Secure destruction/deletion
Recruitment Process
Advertisement
Copies
Date of closure of competition +
18 Months
12 months from close of competition + 6
months in case of Equality Tribunal claim. In
case of litigation/criminal investigation, retain
relevant extract in case file. Review retention as
needed against probability of legal action.
Secure destruction/deletion
Recruitment Process
Job Description (as
advertised)
Date of closure of competition +
18 Months
12 months from close of competition + 6
months in case of Equality Tribunal claim. In
case of litigation/criminal investigation, retain
relevant extract in case file. Review retention as
needed against probability of legal action.
Secure destruction/deletion
Recruitment Process
Job Description
(standard)
Superseded + 3 years
Retain job description until superseded by
updated version. Retain legacy descriptions for
audit purposes. In case of litigation/criminal
investigation, retain relevant extract in case
file. Review retention as needed against
probability of legal action.
Secure destruction/deletion
HQ - Human Resources
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
64
Record Group Record Description Retention Period Remarks Final Disposition
Recruitment Process Selection Criteria
18 months from close of
competition
12 months from close of competition plus 6
months for the Equality Tribunal to inform the
ETB that a claim is being taken. In case of
litigation/criminal investigation, retain relevant
extract in case file. Review retention as needed
against probability of legal action.
Secure destruction/deletion
Recruitment Process
Applications of
Candidates not
Shortlisted/Qualifie
d/ called for
interview
18 months from close of
competition
12 months from close of competition plus 6
months for the Equality Tribunal to inform the
ETB that a claim is being taken. In case of
litigation/criminal investigation, retain relevant
extract in case file. Review retention as needed
against probability of legal action.
Secure destruction/deletion
Interview Process Selection Criteria
Date of closure of competition +
18 months
12 months from close of competition + 6
months in case of Equality Tribunal claim. In
case of litigation/criminal investigation, retain
relevant extract in case file. Review retention as
needed against probability of legal action.
Secure destruction/deletion
Interview Process
Interview Board
Marking Scheme
Date of closure of competition +
18 months
12 months from close of competition + 6
months in case of Equality Tribunal claim. In
case of litigation/criminal investigation, retain
relevant extract in case file. Review retention as
needed against probability of legal action.
Secure destruction/deletion
HQ - Human Resources
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
65
Record Group Record Description Retention Period Remarks Final Disposition
Interview Process
Interview Board
marking sheets
Date of closure of competition +
18 months
12 months from close of competition + 6
months in case of Equality Tribunal claim. In
case of litigation/criminal investigation, retain
relevant extract in case file. Review retention as
needed against probability of legal action.
Secure destruction/deletion
Interview Process
Interview Board
Formal Notes
Date of closure of competition +
18 months
12 months from close of competition + 6
months in case of Equality Tribunal claim
Secure destruction/deletion
Interview Process
Database of
applications of
candidates
unsuccessful at
interview
Date of closure of competition +
18 months
12 months from close of competition + 6
months in case of Equality Tribunal claim
Secure destruction/deletion
Interview Process
Panel
Recommendations
by Interview Board
18 months from close of
competition
12 months from close of competition plus 6
months for the Equality Tribunal to inform the
ETB that a claim is being taken.
Secure destruction/deletion
Interview Process
Assessment Board
Report
Move to Employee File in Staff
Records. Retain for Duration of
employment + 7 years
Benchmarked against UCD and DIT retention
policies
Secure destruction/deletion
Candidates Successful
at Interview
Application & CV
Move to Employee File in Staff
Records. Retain for Duration of
employment + 7 years
Retained as part of staff personnel file in case
of litigation or queries during period of
employment. In case of litigation/criminal
investigation, retain relevant extract in case
file. Review retention as needed against
probability of legal action.
Secure destruction/deletion
HQ - Human Resources
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
66
Record Group Record Description Retention Period Remarks Final Disposition
Candidates Successful
at Interview
Qualifications
Retain on personal file for
duration of employment + 7 years
Retained as part of staff personnel file in case
of litigation or queries during period of
employment. In case of litigation/criminal
investigation, retain relevant extract in case
file. Review retention as needed against
probability of legal action.
Secure destruction/deletion
Candidates Successful
at Interview
References
Retain on personal file for
duration of employment + 7 years
Retained as part of staff personnel file in case
of litigation or queries during period of
employment. In case of litigation/criminal
investigation, retain relevant extract in case
file. Review retention as needed against
probability of legal action.
Secure destruction/deletion
Candidates Successful
at Interview
Recruitment
Medical / Pre
employment
Medical Reports
Retain on personal file for
duration of employment + 7 years
Necessary for the purpose of identifying pre-
existing conditions in event of work related
injury and potential litigation. In case of
litigation/criminal investigation, retain relevant
extract in case file. Review retention as needed
against probability of legal action.
Secure destruction/deletion
Candidates Successful
at Interview
Candidates
shortlisted and are
successful but do
not accept offer
Date of closure of competition +
18 months
12 months from close of competition + 6
months in case of Equality Tribunal claim
Secure destruction/deletion
HQ - Human Resources
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
67
Record Group Record Description Retention Period Remarks Final Disposition
Generic Files Staff Personnel
Files
Resignation
Retain until staff member is at
least 90 years of age for pension
purposes on resignation.
Resignation
Staff members may opt for preservation of
benefits or a transfer of service at any point
after resignation up to date of retirement. As
there is no maximum retirement age for new
entrants these files are retained until staff
member reaches 90 years of age as this is a
reasonable estimate of life expectancy. Files of
staff members who resign from non
pensionable post should also be retained in
case the rules of the scheme are amended and
this service is retrospectively deemed
pensionable. In case of litigation/criminal
investigation, retain relevant extract in case
file. Review retention as needed against
probability of legal action.
Secure destruction/deletion
Generic Files Staff Personnel
Files
Retirement
Retain until 6 years after
beneficiary and/or qualifying
dependent death for retired staff.
Retirement
Time limit for complaints to the Pensions
Ombudsman – where act giving rise to the
complaint took place after 28.04.2003 – 6 years
since the date of the act or 3 years since
complainant should have been aware of the
act. (The Ombudsman may also investigate
complaints between 13.04.1996 –28.04.2003)
Secure destruction/deletion
STAFF
HQ - Human Resources
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
68
Record Group Record Description Retention Period Remarks Final Disposition
Generic Files
General Job
Description File
Superseded + 7 years
History of how job descriptions change has
archival value. In case of litigation/criminal
investigation, retain relevant extract in case
file. Review retention as needed against
probability of legal action
Secure destruction/deletion
Selection criteria Selection criteria
Retain for duration of
employment plus 7 years
(6 years in which to take a claim against the
ETB, plus 1 year for proceedings to be served
on the ETB)
Secure destruction/deletion
Staff Personnel Files
(whilst in
employment)
Section (extract)
from database of
applications which
relates to the
employee only.
Retain for duration of
employment plus 7 years
(6 years in which to take a claim against the
ETB, plus 1 year for proceedings to be served
on the ETB)
Secure destruction/deletion
Staff Personnel Files
(whilst in
employment)
Interview board
marking scheme &
board notes
Retain for duration of
employment plus 7 years
(6 years in which to take a claim against the
ETB, plus 1 year for proceedings to be served
on the ETB)
Secure destruction/deletion
Staff Personnel Files
(whilst in
employment)
Application/CV
Retain for duration of
employment plus 7 years
6 years in which to take a claim against the ETB,
plus 1 year for proceedings to be served on the
ETB
Secure destruction/deletion
Staff Personnel Files
(whilst in
employment)
Qualifications (ETB)
Retain for duration of
employment plus 7 years
6 years in which to take a claim against the ETB,
plus 1 year for proceedings to be served on the
ETB
Secure destruction/deletion
Staff Personnel Files
(whilst in
employment)
References
Retain for duration of
employment plus 7 years
6 years in which to take a claim against the ETB,
plus 1 year for proceedings to be served on the
ETB
Secure destruction/deletion
HQ - Human Resources
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
69
Record Group Record Description Retention Period Remarks Final Disposition
Staff Personnel Files
(whilst in
employment)
Job
specification/descri
ption
Retain for duration of
employment plus 7 years (6 years
in which to take a claim against
the ETB, plus 1 year for
proceedings to be served on the
ETB). There is a statutory
requirement to retain for 3 years
6 years in which to take a claim against the ETB,
plus 1 year for proceedings to be served on the
ETB
Secure destruction/deletion
Staff Personnel Files
(whilst in
employment)
Contract/Condition
s of employment
(ETB)
Retain for duration of
employment plus 7 years
6 years in which to take a claim against the ETB,
plus 1 year for proceedings to be served on the
ETB
Secure destruction/deletion
Staff Personnel Files
(whilst in
employment)
Probation
letters/forms
Retain for duration of
employment plus 7 years
6 years in which to take a claim against the ETB,
plus 1 year for proceedings to be served on the
ETB
Secure destruction/deletion
Staff Personnel Files -
Posts or
Responsibility (POR)
POR applications
and
correspondence
(whether successful
or not)
(ETB)
Retain for duration of
employment plus 7 years
6 years in which to take a claim against the ETB,
plus 1 year for proceedings to be served on the
ETB
Secure destruction/deletion
Staff Personnel Files -
Posts or
Responsibility (POR)
Calculation of
service
Retain indefinitely on master file Relates to pay/pension etc. (See DES
guidelines)
n/a
Staff Personnel Files -
Posts or
Responsibility (POR)
Promotions/POR
Board master files
Retain indefinitely on master file n/a
HQ - Human Resources
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
70
Record Group Record Description Retention Period Remarks Final Disposition
Staff Personnel Files -
Posts or
Responsibility (POR)
Promotions/POR
Boards assessment
report files.
Retain original on personnel file,
and copy on master & appeal file.
Retain for duration of
employment + 7 years (6 years in
which to take a claim, plus 1 year
to serve proceedings). Copy on
master and appeal file.
Secure destruction/deletion
Staff Personnel Files -
Posts or
Responsibility (POR)
POR appeal
documents
Retain original on personnel file,
and copy on master & appeal file.
Retain for duration of
employment + 7 years (6 years in
which to take a claim, plus 1 year
to serve proceedings). Copy on
master and appeal file.
Secure destruction/deletion
Staff Personnel Files -
Posts or
Responsibility (POR)
Correspondence
from candidates re
feedback
Depends upon nature of
feedback. If feedback is from
unsuccessful candidate who is not
an employee of the ETB, keep in
line with retention periods above.
If feedback is from successful
candidate or from unsuccessful
candidate who is already an
employee, keep in line with “Staff
personnel whilst in employment”
above.
Secure destruction/deletion
Leave /Absence
Annual Leave
Records
Retain for 3 years
Organisation of Working Time Act 1997
stipulates keeping these records for 3 years
Secure destruction/deletion
HQ - Human Resources
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
71
Record Group Record Description Retention Period Remarks Final Disposition
Leave /Absence
Leave of absence
applications (ETB)
Retain for duration of
employment plus 7 years (6 years
in which to take a claim against
the ETB, plus 1 year for
proceedings to be served on the
ETB)
Records & personnel files retained at ETB head
office level
Secure destruction/deletion
Leave /Absence Job share (ETB)
Retain for duration of
employment plus 7 years (6 years
in which to take a claim against
the ETB, plus 1 year for
proceedings to be served on the
ETB)
Secure destruction/deletion
Leave /Absence Career Break (ETB)
Retain for duration of
employment plus 7 years (6 years
in which to take a claim against
the ETB, plus 1 year for
proceedings to be served on the
ETB)
Secure destruction/deletion
Leave /Absence
Maternity leave
(ETB)
Retain for duration of
employment plus 7 years (6 years
in which to take a claim against
the ETB, plus 1 year for
proceedings to be served on the
ETB)
Secure destruction/deletion
HQ - Human Resources
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
72
Record Group Record Description Retention Period Remarks Final Disposition
Leave /Absence Paternity leave
Retain for 2 years following
retirement/resignation or the
duration of employment plus 7
years (6 years in which to take a
claim against the ETB, plus 1 year
for proceedings to be served on
the ETB) (whichever is the
greater).
Secure destruction/deletion
Leave /Absence Parental Leave
Must be kept for 8 years -
Parental Leave Act 1998
Retain for 8 years or the duration
of employment plus 7 years (6
years in which to take a claim
against the ETB, plus 1 year for
proceedings to be served on the
ETB) (whichever is the greater).
There is a statutory requirement
to retain for 8 years. (ETB)
Parental Leave Act, 1998. Secure destruction/deletion
HQ - Human Resources
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
73
Record Group Record Description Retention Period Remarks Final Disposition
Leave /Absence
Force Majeure
Leave
Retain for 8 years or the duration
of employment plus 7 years (6
years in which to take a claim
against the ETB, plus 1 year for
proceedings to be served on the
ETB) (whichever is the greater).
There is a statutory requirement
to retain for 8 years.
Secure destruction/deletion
Leave /Absence
Carer's Leave
Records
Must be kept for 8 years - Carer's
Leave Act 2001
Retain for 8 years or the duration
of employment plus 7 years (6
years in which to take a claim
against the ETB, plus 1 year for
proceedings to be served on the
ETB) (whichever is the greater).
There is a statutory requirement
to retain for 8 years
Carer’s Leave Act, 2001. Secure destruction/deletion
Leave /Absence
Working Time Act
(attendance hours,
holidays, breaks)
(ETB)
Retain for duration of
employment plus 7 years (6 years
in which to take a claim against
the ETB, plus 1 year for
proceedings to be served on the
ETB). There is a statutory
requirement to retain for 3 years
Secure destruction/deletion
HQ - Human Resources
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
74
Record Group Record Description Retention Period Remarks Final Disposition
Allegations/complaint
s (ETB)
Allegations/complai
nts (ETB)
Retain for duration of
employment plus 7 years (6 years
to take a claim, plus 1 year for
proceedings to be served). Please
note the relevant DES Circular re
Disciplinary Procedures in relation
to the period of time for which a
warning remains “active” on an
employee’s record.
Secure destruction/deletion
Grievance and
disciplinary records
Grievance and
disciplinary records
Retain for duration of
employment plus 7 years (6 years
to take a claim, plus 1 year for
proceedings to be served). Please
note the relevant DES Circular re
Disciplinary Procedures in relation
to the period of time for which a
warning remains “active” on an
employee’s record.
Secure destruction/deletion
HQ - Human Resources
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
75
Record Group Record Description Retention Period Remarks Final Disposition
Occupational Health
Sickness absence
records/certificates
Re sick leave scheme (1 in 4 rule)
ref DES C/L 0060/2010
Retain for 7 years (6 years in
which to take a claim against the
ETB, plus 1 year for proceedings
to be served on the ETB), unless
sickness absence relates to an
accident/ injury/ incident
sustained in relation to or in
connection with the individual’s
duties, in which case, do not
destroy.
Secure destruction/deletion
Or
Do not destroy.
Occupational Health
Pre-employment
medical assessment
Retain for 7 years (6 years in
which to take a claim against the
ETB, plus 1 year for proceedings
to be served on the ETB), unless
sickness absence relates to an
accident/ injury/ incident
sustained in relation to or in
connection with the individual’s
duties, in which case, do not
destroy.
Secure destruction/deletion
HQ - Human Resources
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
76
Record Group Record Description Retention Period Remarks Final Disposition
Occupational Health
Occupational
health referral
Retain for 7 years (6 years in
which to take a claim against the
ETB, plus 1 year for proceedings
to be served on the ETB), unless
sickness absence relates to an
accident/ injury/ incident
sustained in relation to or in
connection with the individual’s
duties, in which case, do not
destroy.
Confidential destruction/deletion
Or
Do not destroy.
Occupational Health
Correspondence re
retirement on ill-
health grounds
Retain for 7 years (6 years in
which to take a claim against the
ETB, plus 1 year for proceedings
to be served on the ETB), unless
sickness absence relates to an
accident/ injury/ incident
sustained in relation to or in
connection with the individual’s
duties, in which case, do not
destroy.
Secure destruction/deletion
Or
Do not destroy.
HQ - Human Resources
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
77
Record Group Record Description Retention Period Remarks Final Disposition
Occupational Health
Accident/injury at
work reports
Retain for 10 years, or the
duration of the employment plus
7 years (6 years in which to take a
claim against the ETB, plus 1 year
for proceedings to be served on
the ETB), whichever is the greater
(unless sickness absence relates
to an accident/ injury/ incident
sustained in relation to or in
connection with the individual’s
duties, in which case, do not
destroy).
Secure destruction/deletion
Or
Do not destroy.
Occupational Health
Medical
assessments or
referrals
Retain for 7 years (6 years in
which to take a claim against the
ETB, plus 1 year for proceedings
to be served on the ETB), unless
Medmark assessment relates to
an accident/ injury/ incident
sustained in relation to or in
connection with the individual’s
duties, in which case, do not
destroy.
Secure destruction/deletion
Or
Do not destroy.
HQ - Human Resources
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
78
Record Group Record Description Retention Period Remarks Final Disposition
Occupational Health
Sick leave records
(sick benefit forms)
In case of audit/refunds, Current
year plus 7 years (6 years in which
to take a claim against the ETB,
plus 1 year for proceedings to be
served on the ETB)
Secure destruction/deletion
Miscellaneous
Contracts for
Service
Retain for the duration of the
contract plus 6 years by relevant
manager
Contracts may need to be held until C&AG audit Secure destruction/deletion
Miscellaneous
Papers from formal
HR meetings
*Agendas
*Minutes
*Associated papers
circulated
Retain indefinitely For historical purposes Archive
Authorisation for non-
statutory payroll
deductions
Records
documenting
employee’s
authorisation for
non-statutory
payroll deductions
Current Tax Year + 6 years
Retain for compliance with Taxes Acts,
Companies Acts etc., and for extended period
on request of CE in event of legal issue; Review
ongoing retention.
Secure archive for duration of
retention period, then secure
destruction/deletion
PAYROLL
HQ - Human Resources
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
79
Record Group Record Description Retention Period Remarks Final Disposition
Salary claim forms Salary claim forms
Duration of employment + 7 years
6 years in which to take a claim against the ETB,
plus 1 year for proceedings to be served on the
ETB) or for the life of employee/former
employee plus 7 years (6 years in which to take
a claim against the ETB, plus 1 year for
proceedings to be served on the ETB,
whichever is the longer).
Secure archive for duration of
retention period, then secure
destruction/deletion
Overtime payroll
payments to
employees
Records
documenting
calculation and
payment of payroll
payments for
overtime to
employees
Duration of employment + 7 years
In case the rules of the scheme are amended
and overtime service is retrospectively deemed
pensionable. Retain for extended period on
request of CE in event of legal issue coming to
light, & keep ongoing retention under review.
Secure archive for duration of
retention period, then secure
destruction/deletion
Payroll payments to
Part-time teaching
staff (Part-time
Returns)
Records
documenting
calculation and
payment of payroll
payments to Part-
time teaching staff
Duration of employment + 7 years
In case the rules of the scheme are amended
and overtime service is retrospectively deemed
pensionable. Retain for extended period on
request of CE in event of legal issue coming to
light, & keep ongoing retention under review.
Secure archive for duration of
retention period, then secure
destruction/deletion
Payroll payments to
employees
Records
documenting
calculation and
payment of payroll
payments to
employees
Current Tax Year + 6 years
Retain for extended period on request of CE in
event of legal issue; Review ongoing retention.
Secure destruction/deletion
HQ - Human Resources
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
80
Record Group Record Description Retention Period Remarks Final Disposition
Payroll payments to
employees (pre-
computerised payroll)
Records
documenting
calculation and
payment of payroll
payments to
employees before
the advent of
payroll software
Indefinitely
In case the rules of the scheme are amended
and overtime service is retrospectively deemed
pensionable. Retain for extended period on
request of CE in event of legal issue coming to
light, & keep ongoing retention under review.
Scan (if practical) and destroy
originals
Promotion of
employee
Records
documenting
adjustment on
promotion of
employee
Current Tax Year + 6 years
Retain as part of PAYE payment record keeping.
Retain for extended period on request of CE. In
event of legal issue; Review ongoing retention.
Secure destruction/deletion
Statutory Sick Pay
Scheme
Records
documenting the
operation of the
Statutory Sick Pay
Scheme
Current Tax Year + 6 years
Retain as part of PAYE payment record keeping.
Retain for extended period on request of CE. In
event of legal issue; Review ongoing retention.
Secure destruction/deletion
Statutory Maternity
Pay Scheme
Records
documenting the
operation of the
Statutory Maternity
Pay Scheme.
Current Tax Year + 6 years
Retain as part of PAYE payment record keeping.
Retain for extended period on request of CE. In
event of legal issue; Review ongoing retention.
Secure destruction/deletion
HQ - Human Resources
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
81
Record Group Record Description Retention Period Remarks Final Disposition
Pensions
Superannuation
(Pension)
Calculations
Retain for 7 years after pensioner
and any subsequent dependent
spouse are deceased and
dependent children are finished in
full time education.
6 years in which to take a claim against the ETB,
plus 1 year for proceedings to be served on the
ETB.
Secure destruction/deletion
Pensions
Superannuation
Files
Retain for 7 years after pensioner
and any subsequent dependent
spouse are deceased and
dependent children are finished in
full time education.
6 years in which to take a claim against the ETB,
plus 1 year for proceedings to be served on the
ETB.
Secure destruction/deletion
Contributions to
Pension Schemes
Records
documenting
payment of
employer and
employee
contributions to
pension schemes
Retain for 7 years after pensioner
and any subsequent dependent
spouse are deceased and
dependent children are finished in
full time education.
Required for verification of pension payments
and entitlements. Retain for extended period
on request of CE in event of legal issue; Review
ongoing retention.
Secure destruction/deletion
Previous service
Records of previous
service (incl.
correspondence
with previous
employers)
Indefinitely
DES advise that these should be kept
indefinitely.
Archive securely
HQ - Human Resources
This schedule refers to both paper and electronic records. ESF-funded programmes are bound by the
ESF Guidelines in this policy, save where this schedule specifies longer retention periods.
82
Record Group Record Description Retention Period Remarks Final Disposition
Listings/Payslips Payroll Listings 7 years
Benchmarked against National Minimum Wage
Act 2000 (as amended). Retain for extended
period on request of CE in event of legal issue;
Review ongoing retention.
Secure destruction/deletion
Payroll set-up form
For capturing the
banking details of
new employees
7 years Secure destruction/deletion
Other Payroll
Approval for
Incremental Credit
Retain for duration of
employment plus 7 years
6 years in which to take a claim against the ETB,
plus 1 year for proceedings to be served on the
ETB
Secure destruction/deletion
Other Payroll
Incremental
Approvals
Retain for duration of
employment plus 7 years
6 years in which to take a claim against the ETB,
plus 1 year for proceedings to be served on the
ETB
Secure destruction/deletion
Youth Services
Schedule refers to both paper and electronic records.
Record Group Record Description
Retention
Period
Remarks Final Disposition
Youth Services
Youth Work Committee meeting
minutes & agendas
Indefinitely Archive
Grants
Youth Club Grant applications
(successful)
7 years from
date of
payment
Secure destruction/deletion
Grants
Youth Club Grant applications
(unsuccessful)
18 months Secure destruction/deletion
Other funding
Records relating to Funding from
Government Departments, e.g.
DCYA, Dept. of Health, for
disbursement to local projects,
including SLAs, Grant Agreements,
correspondence from
Departments, etc.
7 years Secure destruction/deletion
YOUTH SERVICES
