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PBS KUMAR (HR - PROFESSIONAL)     14 July 2011

Statutory records keeping

Dear Experts,

How many years the HR department has to keeping the Statutory Records should be keep ? If there is any G.Os please supply.




 2 Replies

Raj Kumar Makkad (Adv P & H High Court Chandigarh)     15 July 2011

There are separate internal rules for every organization and even it is State to State and department to department of Govt. is separate. However, some help may be taken from the following chart:

It is a good idea to keep records for six years (five in Scotland) to cover the time limit for bringing any civil legal action against you, including national minimum wage claims and contractual claims.

Type of record Statutory retention period
Workplace accidents Three years after date of last entry. There are specific rules on recording incidents involving hazardous substances.
Payroll Three years after the end of the tax year they relate to
Statutory maternity, adoption and paternity pay Three years after the end of the tax year they relate to
Statutory sick pay Three years after the end of the tax year they relate to
Working time Two years from date on which they were made
National minimum wage Three years after the end of the pay reference period following the one that the records cover
Retirement benefits schemes - notifiable events, eg relating to incapacity Six years from the end of the scheme year in which the event took place
1 Like

PBS KUMAR (HR - PROFESSIONAL)     15 July 2011

Dear Mr. Raj Kumar ji,

THANK YOU VERY MUCH for response. Why I raise this qestion is in one of the organisation recently PF authorities visited asked 40 yrs of records should be sumit. How it is possible. The HR person is in trouble, so your answer may help for this some extent.. If further clarifications please give.



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