Disciplinary Policy & Procedure - Reviewed: June 2026
In this section
- 11. Trade Union Officials
- 12. Criminal Charges and Cautions or Convictions Outside Work
- 13. Appeals
- 14. Keeping Records
- 15. Training and Support
- 16. Monitoring This Policy & Procedure
- 17. Ensuring Equality of Opportunity
- 18. The Role of the companion during the Disciplinary and Grievance Process
- 19. Disciplinary Procedure at a Glance
- 20. Supporting Guide for Witnesses
14. Keeping Records
Written records must be kept throughout the disciplinary process, including:
- The complaint against the employee.
- The employee’s defence.
- Findings made and actions taken.
- The reasons for actions taken.
- Whether an appeal was lodged.
- The outcome of the appeal.
- Any grievances raised during the disciplinary procedure, and
- Subsequent developments.
- A copy of all correspondence relating to the disciplinary investigation, hearing and appeal process.
- Copies of notes of any formal meetings.
Records should be retained on the employee’s personal file.
Records should be treated as confidential and kept in accordance with the Data Protection Act 2018.
If an employee is represented by a Trade Union official or work colleague, copies of disciplinary meeting notices, meeting notes, response letter, etc will be sent to that person, unless the employee advises otherwise, in writing.
Training and Support
All Officers and Councillors involved in the disciplinary process must receive appropriate support and/or training. Contact the Learning and Development Team for further information: learninganddevelopment@carmarthenshire.gov.uk