Print or save this worksheet. Map official record categories to authoritative systems and actual review evidence.
Date: __________ Prepared by: __________ Review date: __________
| Record category | System / file / access | Reviewer / gap / action |
|---|---|---|
| Identity and right-to-work check | ________________________________ | ________________________________ |
| CoS and decision history | ________________________________ | ________________________________ |
| Contract and actual duties | ________________________________ | ________________________________ |
| Salary / payroll reconciliation | ________________________________ | ________________________________ |
| Professional registration | ________________________________ | ________________________________ |
| Current contact details | ________________________________ | ________________________________ |
| Attendance and absence | ________________________________ | ________________________________ |
| Location and work pattern | ________________________________ | ________________________________ |
| Reports and acknowledgements | ________________________________ | ________________________________ |
| Retention and secure disposal | ________________________________ | ________________________________ |
Completion check
- ☐ Receipt and review are separate states.
- ☐ Authoritative record is identifiable.
- ☐ Retention considers all applicable duties.
Worked example
The contract is in HR, payslips in payroll and CoS in a restricted folder. Use an index and authorised access so cover staff can retrieve the connected evidence without making uncontrolled copies.
Decision and next action
What is supported by evidence? __________________________________
What remains uncertain? __________________________________
Action / owner / deadline: __________________________________
Keep completed copies privately. Do not send passport numbers, financial statements or health records through a general contact form. This is a preparation resource, not an application form or an assessment of immigration eligibility.
Sponsor Licence Hub · Information checked 15 October 2026 · https://sponsorlicencehub.com/resources/sponsored-worker-file-and-retrieval-map/
Planning resource, not an official application form or eligibility decision.