What this means for your practice
Define the authorised handover information and ownership boundary. The organisation's responsible HR and privacy leads should decide retention and access arrangements for application records.
An example to discuss with your team
Complete a fictional hire; verify the onboarding team receives only the agreed information.
What to ask before you choose
Walk through a fictional successful candidate moving to onboarding. Who accepts the handover and which details arrive? HR and privacy leads should decide retention and access. Include agency accounts so the end of someone's involvement is reflected in the systems they used.
Make the receiving team's next step clear
Agree what onboarding needs to begin and who confirms receipt. That may include the approved administrative details and the next task, while other recruitment records remain subject to the organisation's own access and retention decisions. The transfer should follow those arrangements rather than copying every attachment into another system by default.
Use a fictional hire to follow the handover from both sides. Recruitment should know whether it is complete, and the receiving colleague should know what is ready and what is still outstanding. Include a delayed start or a correction to an agreed detail, so the team can see how updates are communicated after the first transfer. Ask the responsible HR and privacy leads how recruiter or agency access should change when their work ends. Keep historical decisions understandable for authorised users without leaving unnecessary working access in place. A successful handover is one the receiving team can use, with a clear owner for any unresolved task.
How to check the result
Count handovers awaiting acceptance or account-access review.
Turn reading into a next step
Your action checklist
Work through these checks with your team or supplier. Tick the ones you have resolved and leave unknowns open.
Record what you know, what is still missing and the answer you need from your team or supplier.
Use project decisions only, without personal, patient or confidential details. Entries stay in this page and are not submitted to Kay & Co. Copy or download before leaving; this page does not save your notes.
Further reading
These sources provide background for the topic. The practice examples and checklist are illustrative planning suggestions from Kay & Co.
Related guides
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