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There is no single legal retention period for CPD records, but there are clear practical answers depending on your profession and what the records are for.
What the regulators expect
Social workers. Social Work England can ask about CPD at renewal and during audits, so keep at least the current and previous registration year - two years as a minimum. Many social workers keep everything, because a long record shows a career-long commitment to development.
Nurses and midwives. The NMC revalidation cycle is three years, and your evidence must cover that whole period. Keep at least three years; five is a sensible buffer in case of a delayed audit.
Teachers. No statutory period, but appraisal cycles run annually and capability or inspection processes can look back further. Keep at least the last three years, and keep qualification certificates indefinitely.
Accountants. ACCA and ICAEW can sample CPD records, typically looking at the most recent one to three years. Keep three years of detailed records and certificates of completion for longer.
HCPC professions. If you are selected for audit, you submit a CPD profile covering the previous two years. Keep at least two full years, ideally more.
Certificates versus reflections
Treat the two differently:
- Certificates and qualifications - keep indefinitely. They are hard to replace, and you may need them decades later for a job application, a court of protection report or an overseas registration.
- Reflective entries and activity logs - keep at least one full regulatory cycle beyond their use, longer if storage is free and easy.
Why keeping everything is usually right
Storage is cheap and the cost of a gap is high. A complete record lets you answer an audit without panic, show progression between roles, and reuse reflections in applications and interviews. The only real reason to prune is sensitive content - reflections should never contain identifiable details about clients or service users anyway, so write them that way from the start.
Practical retention rules
- Keep a single continuous log rather than a new file each year - continuity is itself good evidence.
- Export a backup (PDF or CSV) at least once a year and store it somewhere you control.
- Anonymise reflections as you write them, not later.
- When you change jobs, take a copy with you - your CPD record belongs to you, not your employer.
Frequently asked questions
How many years of CPD records should I keep?
At least one full regulatory cycle beyond their last use - two years for HCPC, three for NMC revalidation, and the current plus previous year for Social Work England. Keeping everything is simpler and safer.
Should I keep old CPD certificates?
Yes, indefinitely. Qualification and training certificates are hard to replace and may be needed for job applications or audits many years later.
Does my employer own my CPD record?
No. Your CPD record is yours. Always keep a personal copy or export so you do not lose years of evidence when you change jobs.
Can I delete old reflections?
You can, but there is rarely a need. If reflections are written without identifiable personal details, an old record is an asset, not a liability.
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