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Record-keeping

Your client must keep records about their staff and the pension scheme they enrol their staff into. Find out what records to keep, the systems they should use to store them and how long they should store their records for.

Key points

  • Your client must keep records about their staff and their pension scheme.
  • Ensure that they have all their records ready for automatic enrolment and have the right processes in place to manage any changes.
  • Make sure your client provides the right information to their pension scheme.

Which records to keep

By law, there are two different types of records that an employer must keep:

  1. Records about staff
  2. Records about the pension scheme

Your client must keep these records for a minimum of six years (except for records of opt-outs which they must keep for four years).

You can find a list of the records that must be kept in our advanced guidance section below.

Keeping records

Your client must retain any opt-in, joining or opt-out notices they receive from their staff as this is proof that they have exercised these rights.

Your client must keep these records in a legible format so that the regulator can understand them, if we ask to see them.

If your client outsources their business or pensions administration to a third party, it’s still their legal responsibility to make sure they follow the same rules as above. The records must be provided to us in a timely manner, if we ask to see them.

Advanced guidance

This resource is aimed at professional advisers and employers with in-house professionals.

9: Cadw cofnodion
PDF 101KB , 13 pages
Cofnodion y mae’n rhaid eu cadw dan gyfraith dan y dyletswyddau cyflogwr newydd
2. Ongoing duties after your client's legal duties have started
4. Automatic enrolment earnings threshold