Why Health and Safety Record Retention Matters
A Complete Guide for UK Employers from Clear Path Solutions
At Clear Path Solutions, we know that managing compliance isn’t always straightforward—especially when it comes to health and safety documentation. Whether you’re a small business owner, HR manager, or compliance officer, keeping the right records for the right amount of time is vital to protecting your team and your business.
Health and safety record-keeping isn’t just good practice—it’s a legal requirement under UK law. In this guide, we’ll walk you through what records you need to retain, for how long, and how to manage them effectively. Our goal is to help you stay compliant, reduce risk, and operate with confidence.
Need help reviewing your health and safety records? Contact Clear Path Solutions for expert compliance support.
What Health and Safety Records Do You Need to Keep—and for How Long?
Here’s a breakdown of the most common health and safety records and their legally required (or recommended) retention periods in the UK.
1. Accident and Incident Reports
What they are:
Accident and incident reports document workplace injuries, illnesses, near-misses, or dangerous occurrences. These should include the nature of the incident, location, time, people involved, what happened, and any immediate action taken.
Why they matter:
These reports help employers identify recurring hazards, track trends over time, and put preventive measures in place. They also serve as legal evidence if an employee lodges a claim.
Legal context:
Under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 2013, certain incidents must be reported to the Health and Safety Executive (HSE). Keeping detailed records ensures compliance and helps support your RIDDOR reporting.
Retention: Minimum 3 years; 6 years recommended
These are required under RIDDOR 2013 for reportable injuries, illnesses, and dangerous occurrences.
Note: If the injured person is under 18, keep the report until they turn 21.
Clear Path Tip: Maintain both internal incident reports and RIDDOR reports to build a complete safety audit trail.
2. RIDDOR Reports
What they are:
These are official records of reportable workplace incidents, such as deaths, serious injuries, occupational diseases, and dangerous events (e.g. gas leaks or scaffolding collapses).
Why they matter:
RIDDOR records are legally required and must be submitted to the HSE. They demonstrate your awareness and responsiveness to high-risk events and enable regulatory oversight.
Legal context:
RIDDOR 2013 mandates a three-year minimum retention period. However, keeping them longer—especially if litigation is expected—is wise.
Retention: 3 years from the date of the incident
RIDDOR reports must be securely stored and available for inspection by the Health and Safety Executive (HSE).
Clear Path Tip: Use a digital system to link incident reports with RIDDOR submissions to ensure consistency and traceability.
3. Risk Assessments and Method Statements
What they are:
Risk assessments identify potential hazards and evaluate the level of risk involved in a task. Method statements describe step-by-step how to safely carry out that task.
Why they matter:
These documents are the foundation of proactive safety management. They help you prevent accidents before they occur and are vital during inspections or claims.
Legal context:
Although there’s no strict retention period, under the Management of Health and Safety at Work Regulations 1999, you must have “suitable and sufficient” assessments in place and review them regularly.
Retention: At least 3 years; longer if still relevant
Risk assessments should be reviewed regularly—especially after incidents, layout changes, or when new equipment is introduced. Keeping historical records shows your commitment to due diligence.
Clear Path Tip: Keep both current and past assessments. Older ones help demonstrate ongoing compliance efforts and changes made over time.
4. Training Records (First Aid, Fire Safety, Manual Handling)
What they are:
These include proof of all safety-related training employees have received—fire safety, manual handling, working at height, first aid, etc.
Why they matter:
If an incident occurs, these records prove that staff were trained appropriately. They also support internal audits and insurance documentation.
Legal context:
Training requirements are specified in various regulations (e.g., Manual Handling Operations Regulations 1992). Six years is generally recommended to cover potential liability windows.
Retention: 6 years minimum
Training documentation should include certificates, attendance logs, and course details. These demonstrate that employees have been properly trained to carry out their roles safely.
Clear Path Tip: Maintain a training matrix with renewal dates and completion status for all employees.
5. Health Surveillance Records
What they are:
Medical monitoring records for employees exposed to specific workplace hazards (e.g., noise, vibration, chemicals).
Why they matter:
These records help detect early signs of occupational illness and ensure preventive actions are working. They’re also essential for protecting workers’ long-term health.
Legal context:
Under the Control of Substances Hazardous to Health (COSHH) Regulations 2002, these must be kept for 40 years due to the potential for delayed illness (e.g. cancer, asthma).
Retention: 40 years
Required under COSHH, these apply to roles with exposure to hazardous substances, noise, vibration, and other long-term health risks.
Clear Path Tip: Work with occupational health providers to centralise and securely store surveillance data.
Unsure if your workplace requires health surveillance? Speak to a Clear Path consultant today.
6. Workplace Inspection Reports and Safety Audits
What they are:
Logs of formal and informal inspections (e.g., weekly safety walkarounds, monthly audits), including findings and corrective actions taken.
Why they matter:
They show that you’re actively managing workplace risks and not just reacting to issues after incidents occur.
Legal context:
While not mandated to retain for a specific time, inspections are encouraged by the HSE’s guidance on managing risks and are useful defensively.
Retention: 3–6 years
Regular inspections prove that you’re actively monitoring and managing risks—even if they aren’t legally mandated for a set period.
Clear Path Tip: Keep inspection reports for at least 3–6 years and cross-reference them with incident data to track improvements.
7. Fire Safety Records
What they are:
Documentation of all fire-related safety activities, such as alarm tests, fire drills, extinguisher servicing, and emergency evacuation plans.
Why they matter:
Fire safety is heavily regulated, and your logs prove that systems are maintained and staff are trained.
Legal context:
The Regulatory Reform (Fire Safety) Order 2005 requires businesses to maintain an active fire risk assessment and test safety systems regularly.
Retention: Minimum 3 years
Under the Regulatory Reform (Fire Safety) Order 2005, you must document alarm tests, fire drills, evacuation procedures, and equipment maintenance.
Clear Path Tip: Keep at least 3 years of records and ensure they’re easy to access during fire risk assessments or enforcement visits.
8. Asbestos Management Records
What they are:
Includes your asbestos register, risk assessments, management plan, and any surveys or removal work documentation.
Why they matter:
Asbestos can cause deadly diseases with long latency periods. Thorough records are essential for safeguarding health and defending future claims.
Legal context:
The Control of Asbestos Regulations 2012 requires that these records be retained for at least 40 years.
Retention: 40 years
If asbestos is present on your premises, you must maintain and update a management plan, per the Control of Asbestos Regulations 2012.
Clear Path Tip: Regularly review and update the asbestos plan, especially after building renovations or maintenance work.
9. COSHH Exposure Monitoring
What they are:
Details of how employees may have been exposed to hazardous substances, including air monitoring, personal exposure levels, and control measures in place.
Why they matter:
These records help detect unsafe exposure and support long-term employee health tracking.
Legal context:
Under COSHH, these records must also be kept for 40 years, due to the delayed effects of many hazardous materials.
Retention: 40 years
Includes records of personal exposure levels, air quality monitoring, and hazardous substance use.
Clear Path Tip: Pair these records with health surveillance data to provide a complete picture of exposure history.
10. First Aid Records
What they are:
Logs of first aid administered at work—including who gave aid, what was treated, and when.
Why they matter:
These support health and safety investigations, show duty of care, and help defend against injury claims.
Legal context:
Though not specified in RIDDOR, the HSE First Aid Regulations 1981 imply a 3-year retention as best practice. These records should comply with UK GDPR due to the sensitive health data involved.
Retention: 3 years from the date of the incident
Include detailed logs of the injury, first aid administered, and the person providing care. Store these securely under UK GDPR rules.
Clear Path Tip: Store first aid records securely and limit access to trained personnel only.
Why Accurate Record-Keeping Matters
Under the Health and Safety at Work etc. Act 1974, employers are legally obliged to ensure the health, safety, and welfare of their employees. But proving that you’re meeting your responsibilities requires proper documentation.
Maintaining clear, accessible health and safety records helps you:
- Demonstrate legal compliance to regulators like the HSE
- Defend your organisation in the event of a legal claim or investigation
- Identify trends and prevent repeat incidents
- Support insurance claims or liability disputes
Book a compliance audit with Clear Path Solutions to ensure your records are inspection-ready.
Data Protection & Confidentiality
Health and safety records often contain personal and medical information, making compliance with the UK GDPR and Data Protection Act 2018 essential. You must:
- Store records securely (digitally or physically)
- Restrict access to authorised personnel
- Retain records only as long as necessary
- Dispose of records securely when no longer needed
Clear Path Solutions can advise on secure storage and disposal practices to keep your data protection compliant.
Best Practices for Managing Health and Safety Records
- Create a written retention policy to avoid uncertainty and ensure consistency.
- Use digital solutions to securely store and retrieve records with ease.
- Back up long-term records, especially those with 40-year retention periods.
- Purge expired documents responsibly, but only after confirming they’re no longer legally required.
- Train your team on proper documentation and storage protocols.
Need help building a compliance-first recordkeeping system? Get in touch with Clear Path Solutions.
What’s at Stake if You Don’t Keep Records?
Neglecting your health and safety record obligations can result in:
- Fines and enforcement actions from the HSE
- Legal claims from current or former employees
- Loss of insurance cover due to inadequate documentation
- Serious reputational damage, especially in the wake of an incident
In severe cases, businesses may face criminal prosecution for failure to comply with health and safety laws.
Final Thoughts from Clear Path Solutions
Knowing how long to keep health and safety records is essential for staying legally compliant and safeguarding your business. While some records have relatively short retention periods, others—especially those involving hazardous substances—must be kept for decades.
Don’t wait for an inspection or claim to find out you’ve missed something.
Ready to assess your compliance position? Contact Clear Path Solutions today to book your Health & Safety Records Review.
Let Clear Path Solutions be your partner in compliance. From policy guidance to audits and tailored consultancy, we help UK businesses build strong, defensible health and safety practices—without the guesswork.
Visit https://clearpathuk.co.uk or contact us today to learn more.
