University of Brighton: Health and Safety
Type of Record
Minimum Retention
Period (Years)
Location
CAY + 3
Available on web site
Reason for Length of Period
Policy and policy-making
Health and Safety Policy and codes of practice
School Office
Safety Committee minutes and papers
Permanent
Committee minute books, Mithras
Safety Representatives and Safety Committee
regulations 1977
Also held on safety Dpt web site
Radiation Protection Sub Committee, minutes and paper
Permanent
(Joint committee with UoS)
Health and Safety Department
University of Sussex health and Safety
Department
Health
Pre-employment health screening questionnaire
During employment +
3
Occupational Health Service and
Personnel Department
Management of Health and Safety at Work
Regulations 1999
Occupational Health Records - health surveillance and
medical records relating to risk assessments or incidents
occurring at work
40
Occupational Health Service.
Management of Health and Safety at Work
Regulations 1999, Control of Noise at Work
Regulations 2005
Occupational Health Records where reason for
termination of employment is connected with health,
including stress related illness
During employment +
3
Occupational Health service and
Personnel Department
Limitation period for personal injury claims
3
Held locally by individual
Schools/Departments
Various Regulations
Risk Assessment/Contingency Planning
Training/Inspections
Assessment of operations, activities and procedures
within work place
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Page 1
Type of Record
Minimum Retention
Period (Years)
Location
Reason for Length of Period
Risk assessment and safe working method statements
CAY + 3
relevant school/dept
Management of Health and Safety at Work
Regulations 1999, also various regulations
Contingency plans, business recovery plans, disaster
plans
CAY + 3
Health and Safety, Estate and
Facilities, relevant school/dept
Specific registers
-First Aiders
-Fire Warden, Evacuation Controllers
-Display Screen Assessors
-Evacuation chair trainers
CAY + 3
Notice boards
Training course attendance
During employment
+ 3 years
Health and Safety Department and
individual schools/departments
Various Regulations, civil liability claim
Inspection and Audit Reports
Permanent
Health and Safety Department and
individual schools/departments and
Trades Unions
Management of Health and Safety at Work
Regulations 1999, also various regulations
Work equipment, Lifting equipment, inspection and
testing reports
Life and use of
equipment + 3
Individual schools/departments and
University Insurer/ contracted
inspection and servicing companies
Lifting operations and lifting equipment
regulations 1998
PUWER
Work at height access equipment
Pressure Vessels and Systems
Life of equipment + 3
Individual schools/departments and
University Insurer/contracted inspection
and servicing companies
Work at Height Regulations 2005
Pressure Systems Safety Regulations 2000
Assessment of substances to control exposure
CAY + 5 years
Individual schools/departments
Control of Substances Hazardous to Health
Regulations 2002
Health Surveillance Reports
Life time of employee
Occupational Health Service/
Personnel Department
Control of Substances Hazardous to Health
Regulations 2002
Various regulations
Health and Safety Department Web site
Equipment
Hazardous Exposure Control
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Page 2
Type of Record
Minimum Retention
Period (Years)
Location
Reason for Length of Period
Air monitoring and/or biological monitoring etc. kept by
reason of the Control of Substances Hazardous to Health
Regulations 2002
5 or 40 in respect of
specific individuals
Health and Safety Dpt, Individual
schools/departments and University
Insurer/contracted inspection and
servicing companies
Control of Substances Hazardous to Health
Regulations 2002
LEV testing under COSHH
5
Individual schools/departments and
University Insurer/contracted inspection
and servicing companies
Control of Substances Hazardous to Health
Regulations 2002
Records relating to asbestos, medical records, records of
suspect incidents of potential exposure
40
Occupational Health Service EFM,
Health and Safety Department.
Individual employee
Control of Asbestos at Work Regulations 2006
Ionizing Radiation Records
50 years after last
entry
(designated persons only, we do not
have any)
Ionising Radiations Regulations 1999
Fire Incident Reports
1
Residence and Catering
Fire reform Order
Health and Safety Department
Accident./ Incidents and near miss data
Investigation reports
3 years after the date
of the last entry
Health and Safety Department
Trade Unions
Personnel Department
Finance Insurance team
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Social Security (Claims and Payments)
Regulations 1979 and Amendment Regulations
1987; Reporting of Injuries, Diseases and
Occurrences Regulations 1995