Guide · Updated 2026-10-02
How Long Should You Keep Site Induction Records?
There is no single UK statutory “keep inductions for X years” figure that covers every contractor. Keep live induction status current for people still on site, then archive signed sheets, e-learning certificates and briefing registers for the retention period your organisation and contracts set — often aligned with other training and H&S records.
Quick answer
Treat “current for this site” and “kept for later” as two jobs. Mark inductions expired or not applicable when the worker leaves that project. Keep the signed evidence (or LMS completion) in your archive for the period your retention schedule and client agreements require. Do not delete files the day the gate no longer needs them.
Live matrix versus archive
| View | What it should show |
|---|---|
| Live matrix | Inductions still required for people you may send to that site |
| Project close-out | Induction marked complete with date; no false “current forever” |
| Archive store | Signed sheets, registers and LMS certificates for retention |
Practical retention habits
- Write your retention period into the induction procedure — do not leave it as tribal knowledge
- Name files with project, worker and date so archives stay searchable
- Keep principal-contractor induction packs separate from your company induction
- Align induction retention with how long you keep other training evidence for that client
- Confirm the retention rule with your H&S or compliance owner.
- On demobilisation, update the matrix status and move evidence to archive.
- Exclude leavers and finished sites from Monday mobilisation filters.
- Review archive folders annually for orphaned or unreadable scans.
Honest limits
FieldClear helps you track induction dates and attach evidence. It does not set your statutory or contractual retention period, interpret GDPR for you, or decide how long a client must keep site registers. Agree retention with competent advice. This guide is operational information, not legal advice.
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