TITLE Archiving of HR documents

DOCUMENT TYPE Process Guide

Distribution and status
of this document is
kept current by the
issuer to ensure that
authorised holders or
users have the most
up-to-date
version
available.

NOT TO BE
PHOTOCOPIED

For extra copies,

contact issuer.

This document details the process of

PURPOSE archiving documents and record retention

periods.

ISSUER Senior Policy and Process Manager

ISSUED TO HR Department
APPROVED BY Head of HR
DOCUMENT
REFERENCE LM-PG-AHR-01
ISSUE NO. 1
LAST UPDATED
NO. OF PAGES 26
RELATED
Data Protection Act 1998
DOCUMENTS &
COMPLIANCE Record Management Policy

Archiving of HR documents

HOW TO USE THIS DOCUMENT

DOCUMENT EDIT LOG

Versio
n
01

Revision
date

Section
All

Summary of edits
First version of the
document.

Created
By

Approved By

Heather
Parker

CONTROLLED DOCUMENT
This document is the property of London Midland. It shall not be reproduced in whole or in part
without the written permission of the Senior Policy and Process Manager, London Midland.
Copies of this procedure are available via the London Midland intranet or from the HR
department, 102 New Street, Birmingham, B2 4JB
Published by:
HR Department
London Midland
PO Box 4323
BIRMINGHAM

Archiving of HR documents
Preface

TABLE OF CONTENTS
PREFACE.......................................................................................................... 4
Purpose................................................................................................................................ 4
Scope................................................................................................................................ 4
Definitions and Abbreviations.............................................................................................. 4
PROCESS GUIDELINES.......................................................................................5
1

Introduction............................................................................................................... 5
1.1

Who provides our Archiving Service?.....................................................................5

1.2

How does the service work?...................................................................................5

1.3

Do we need any equipment to archive?.................................................................5

1.4

How do we access the web portal?........................................................................5

Record Retention Schedule........................................................................................ 6

APPENDICES.................................................................................................... 7
A.

RSWeb.net User Guide............................................................................................ 8

A.1.

An Overview of RSWeb.NET Features.....................................................................8

A.2.

Logging into RSWeb.NET........................................................................................ 9

A.3.

Adding an Item to RSWeb.NET.............................................................................11

A.4.

Options Overview.................................................................................................14

A.5.

Find / Find Next.................................................................................................... 16

A.6.

Save to List.......................................................................................................... 17

A.7.

Searching for an Item in RSWeb.NET....................................................................18

A.8.

Placing an Order for a Box/File/Tape using RSWeb.NET........................................19

A.9.

Placing an Order for Materials using RSWeb.NET.................................................21

A.10. Requesting a Collection of Boxes, Files or Tapes................................................22

A.11. Go to the Checkout..............................................................................................23
B.

Steps in the process Archiving..............................................................................24

C.

Steps in the process Recalling an archiving box....................................................25

Archiving of HR documents
Preface

PREFACE
PURPOSE
This document details the process of archiving documents and record retention periods.

SCOPE
This document relates to all HR documents both hard and soft copies

DEFINITIONS AND ABBREVIATIONS

Term/Abbreviation

Definition

Archiving

Alternative filing storage with automatic destruction dates

for files or documents no longer required for everyday
use.

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PROCESS GUIDELINES
1 Introduction
We need to archive documents for all sorts of reasons:

If an employee has left the business via resignation, retirement, redundancy,

ill health retirement, end of contract
For vital business critical information
For business agreements that are not being used but need to be retained
For legal information that is not currently being used but needs to be
retained
For office space

1.1 WHO PROVIDES OUR ARCHIVING SERVICE?

Restore PLC

1.2 HOW DOES THE SERVICE WORK?

It is a web based system. When we request a box to be delivered or picked up it is
on a next working day policy.

1.3 DO WE NEED ANY EQUIPMENT TO ARCHIVE?

We need to use their boxes, barcodes and security tape all of which are orderable
through the web portal again, which is usually next day delivery.

1.4 HOW DO WE ACCESS THE WEB PORTAL?

Each department has its own user name and password. The link for access is:
https://rsweb.restore.co.uk

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2 Record Retention Schedule

The below record retention schedule has been taken from CIPD and Group instruction.
Destruction dates will need to be put into the Restore system for automatic destruction in
line with this.
Type of record
Application forms and
interview notes

Retention period

Reasoning

6 months for unsuccessful

applicants
Internal/successful applicants
life of employment file

Accident records

3 years

Statutory Maternity Pay

records

3 years post end of tax year

maternity leave ended

Medical records

4 years

Parental Leave records

Duration of employment plus

6 years. Can be destroyed
once child reaches 18 years
old.

Personnel and payroll

information

6 years post-employment

Retirement Benefit Schemes

6 years from the scheme year

in which event took place

Trade Union Agreements

10 years after ceasing to be

effective

It is best to keep Company

Council minutes
permanently as most of
these agreements do not
cease to be effective and
even when they are
superseded, the previous
agreements are usually
needed for reference

Senior Executive Personnel

records

Kept indefinitely

For historical purposes

Business agreements and

critical information

Up to the business

References issued

6 months

Disciplinary records

Reprimand 2 years
Severe Reprimand 4
years Suspension 6
years
Final warning
duration of attached
punishment

From April 2015, can be

taken up until the child is
18 years old

To allow for any claims or

subject access requests to
be made following issue.
Complex as warnings listed
are related to the 92/94
procedures.
Those that remain on file
upon exit will be destroyed
in line with 6 years post-

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Travel irregularities
duration of
employment
Summary details of
disciplinary hearings
duration of
employment

employment.

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APPENDICES
A.

RSWeb.net User Guide............................................................................................ 8

A.1.

An Overview of RSWeb.NET Features.....................................................................8

A.2.

Logging into RSWeb.NET........................................................................................ 9

A.3.

Adding an Item to RSWeb.NET.............................................................................11

A.4.

Options Overview.................................................................................................14

A.5.

Find / Find Next.................................................................................................... 16

A.6.

Save to List.......................................................................................................... 17

A.7.

Searching for an Item in RSWeb.NET....................................................................18

A.8.

Placing an Order for a Box/File/Tape using RSWeb.NET........................................19

A.9.

Placing an Order for Materials using RSWeb.NET.................................................21

A.10. Requesting a Collection of Boxes, Files or Tapes................................................22

A.11. Go to the Checkout..............................................................................................23
B.

Steps in the process Archiving..............................................................................24

C.

Steps in the process Recalling an archiving box....................................................25

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A. RSWeb.net User Guide

B. AN OVERVIEW OF RSWEB.NET FEATURES
Home Page You can assign personal preferences to forms this is dependent on
how many forms you have access to.
Inventory Where you can Add, Edit, Global Edit, Search, Print, Order items.
Order Add your items to the Cart and then go to the Checkout.
Order Express A quick way of ordering if you know the barcode number of the
items you wish to order.
Form Customisation
This is available to all Restore customers, but this service could be charged for.
Please contact your Account Manager for more information.

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C. LOGGING INTO RSWEB.NET

Go to https:\\rsweb.restore.co.uk and use the login credentials given to you by
Restore to login to RSWeb.NET. Once you are logged in, you will get the following
Home page. You can return to this page at any time by selecting Intro under the
Home section.

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Select the item that you wish to Order/Add/Edit/Global Edit/View by selecting

Container, Filefolder or Tape from the list on the left hand side. Under Order,
you can also view your cart, check your order status and use Order Express.

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D. ADDING AN ITEM TO RSWEB.NET

Once you are in the relevant grid, select Options and Add.

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You will then see your Customised Form if you have requested these. All items are
added with a status of Pending. This way you and Restore can see what has been
added by your company. The item will remain at a Pending status until it has
been collected by Restore. Once it has been collected and bought back to Restore,
the status will update to In. If it has already been into Restore, and returned to
you, the status will show as Out.

Type in the barcode number that you have and then you can continue to add all of
your relevant information in the fields listed. If the item already exists, you will get
a message saying so when you try to save the item.

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Once you have clicked on Submit, you will get a message saying Item Added
Successfully. You are then able to add the next item. If you do not have another
item to add, click on Back to Results. You will then see the added items on the
grid. You then have 3 choices; you can select Options, Results or Search.

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E. OPTIONS OVERVIEW
Once you have selected the relevant item, you will then be taken into the
Inventory section. You now have various Options. These will be available in all
items that you have access too:Add

This option is used to add new items.

Edit

This option is used to edit existing items that have been loaded on the
grid and selected for editing.

Global Edit This option is used to edit multiple items at the same time.
Add to CartSee Placing an Order Section
Print

This option is used to print the data displayed on a grid. When this
menu option is selected from within any grid, the data in the grid is
formatted into a printable black and white table (See next page).

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The default font size is 8 pt. Click the drop down arrow to change the point size. You
can use your browser's Print Preview feature to see how the page will look when
printed. Click on Print Page to print the table.
Choose Column Format

This option is used to determine which columns

appear on the grid. Formats are set up by Restore.

To change to a different format, click the drop down arrow and make your selection. A
description of the format displays in the Description field. When you have made your
selection, click Submit. Click Back to Results to return to the grid. Results Overview

Select All
Unselect All

This option is used to select all items on a grid. When an item is

selected, its row appears with a dark blue background.
This option is used to unselect all items on a grid.

Invert Selection Swaps around the selected and unselected lines.

Clear All

This option clears all items from the grid.

Clear Selected

This option clears only selected items from the grid.

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F. FIND / FIND NEXT

The Find menu option is used to locate a particular item that is listed in a grid. If
your grid spans several pages you can use the Find menu option to locate an item
quickly, rather than scrolling through each page.

Click the drop down arrow to select the field you want to use, and then enter the
value. Then select Find. The first item matching the value entered is highlighted
in the grid. To continue searching for the next item that matches the value entered,
use the Find Next menu option.
Sort This option is used to determine which columns you want your grid sorted by.
Custom sort options may have been created for you by Restore.
To change to a different sort order, click the drop down arrow and make your
selection. A description of the sort order displays in the Description field. When you
have made your selection, click Submit. Click Back to Results to return to the
grid.

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G. SAVE TO LIST
This option is used to save a list of items that have been loaded onto a grid. You
can then use the Load from List menu option (under the Search menu) to
quickly load that same list of items any time you need it.
Load all the items you want to appear in your list. Make sure they are selected.
Then from the Results menu, select Save to List.

Enter a name for the list and click Save. The list is saved and can now be used
again. Click Back to Results to return to the grid.
To use this list again, go into the relevant item grid, and select Search and Load
From List. Pick the list name you saved and click Load.

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H. SEARCHING FOR AN ITEM IN RSWEB.NET

Select Container, Filefolder or Tape from the Home Page, then click on Search and
Quick Search. Restore will provide you with Standard Quick Searches, or Customised
Quick Queries if you have requested RSWeb.NET customisation.

Use the drop down box to select the field you would like to search on.
Please note: Generic Search will do a substring search on every field.
Select your search field and type in the criteria you wish to search for, then click on
Search.
The results will now appear on the grid. You then have the Options and Results
functions available (please refer to the Overviews).

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I. PLACING AN ORDER FOR A BOX/FILE/TAPE USING RSWEB.NET

Once items have been loaded on the grid, you can send them directly to the cart.
Any items you do NOT want adding, you need to click the box to the left side of the
item, to unmark the row. It will then become white. Only the grey rows will add to
the cart. Select Add to Cart and the following screen appears.

Use the drop down arrow to select the type of service you want for these items,
Delivery or Pickup. Enter a Requestor name and Cost Center if desired. You can also
include a comment for Restore. When you are finished, click Add to Cart.

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The following summary appears confirming the items have been added to the cart.

Click the View Cart link to view the items in the cart.
View Description

This option is used to view the Description, if one exists,

for an item (see picture below)

View Contents

This option works the same as the View Description option, but
displays Contents for an item rather than the Description.

Click Back to Results to return to the Inventory grid.

Please make sure you now go to the Checkout Failure to do so will mean your
order will not be received!!!

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J. PLACING AN ORDER FOR MATERIALS USING RSWEB.NET

(Flatpacks/Barcodes etc)

You can order these at the same time as ordering back your Boxes, Files and Tapes.
Go into your Cart and select Add to Cart and Materials.

Select the materials that you wish to order from the drop down list. Type in the
amount you wish to order, ie: 1 = 1 box, 1 barcode etc, and type in the requestor
name and then click Add to Cart.
Please make sure you now go to the Checkout Failure to do so will mean your
order will not be received!!!

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K. REQUESTING A COLLECTION OF BOXES, FILES OR TAPES

From the Cart, select Add to Cart, then Bulk Items. Select the Service Type of
Pickup and type in the amount for Boxes, Files or Tapes to be collected. Then click
on Add to Cart.

Please make sure you now go to the Checkout Failure to do so will mean your
order will not be received!!!

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L. GO TO THE CHECKOUT
Click on the Checkout tab and select Order. Select your account numbers using
the drop down boxes (Restore will give you this information when your accounts
have been set up). When you tab across, the default delivery address will be
shown.
Select the service you require by clicking on the drop down arrow next to Service
Priority. The Requested Fulfilment Date/Time will be filled in once a Service
Priority is selected, and these times are according to your current SLA agreement.

Click on Submit Orders to send the request through to Restore for processing.

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M.

Steps in the process Archiving

STEP 1

CA refers to retention information for details on how long paperwork needs to

be kept for.

STEP 2

CA gets a Restore Box and Lid. CA fills the box with documents to be archived
and makes a list of what is in the box on a piece of paper.

STEP 3

CA sticks a barcode on the box and seals the box with the security tape.

STEP 4

CA logs onto Restore website.

checks out.

STEP 5

CA opens up the archiving tracker:

P:\HR\4 Employee
spreadsheet

Central
Admin (CA)

CA loads the contents onto the website and

Relations\4.24

Leavers\LM

Leavers

Archiving\Archiving

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N.Steps in the process Recalling an archiving box

STEP 1

CA receives a request to recall a file back from archiving

STEP 2

CA checks for the relevant box number against the LM Leavers Archiving
spreadsheet

STEP 3

CA logs into Restore website and searches for box number

STEP 4

CA adds the box to the cart and checks it out.

STEP 5

Restore will deliver the box usually the next working day to CA

Central
Admin (CA)