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Records Retention General Schedule for Personnel Records

General Schedule for Personnel Records [NOTE: Records listed in this General Schedule are typically for departmental use and this Schedule may be updated. Official records may be listed separately, with longer retention periods, on specific schedules for the the Human Resources Departmnet or other responsible office. Contact University Archives with questions regarding this General Schedule]

Record Series

(and Description)

Retention Period

(Regardless of Format)

Additional Notes

MDAH#

Applications for Employment-Not Hired

Applications, resumes, letters of reference, etc. required by employment advertisement. 

Hold original or authenticated reproduction three (3) years, and then destroy confidentially.

 

G16

Biographical Information

Vitas or biographical summaries for all levels and positions if or when biographical files are created. 

Retain one (1) year after creation; transfer to University Archives.

 

5630

Corrective Action Documentation

Documentation of corrective actions or processes; i.e. those that do not affect pay, status, or tenure and are imposed to correct or improve job performance. 

Retain five (5) years after termination of corrective action; then destroy.

 

 

5632

Disciplinary Action Documentation

Records of disciplinary actions, i.e. those actions that affect pay, status, or tenure including demotion and dismissal.

Retain five (5) years after termination of employment; then destroy.

 

5633

Faculty Promotion, Tenure, and Review-Departmental Files

Materials accumulated to support departmental review of candidates for tenure or tenure renewal. Records include, but are not limited to annual performance review, student evaluations (both original sheets and compilations, regardless of format), application for review, presentation binders, and related materials. Record set includes ballots, comments, and notes on candidate created by review committee members.

Retain five (5) years after receipt of approval of tenure from President’s Office by Dean and/or candidate.  Then, add approval letter to employee file and return binder/presentation materials to candidate.  Destroy all other materials.

 

5631

Grievance Records

Review of employee grievances against policies, working conditions, etc.  Includes record of actions taken, correspondence, forms, regardless of format.  

Office of origin to retain five (5) years after final decision on the grievance; then destroy.

Does not include formal complaints filed with the EEO of the U.S. Department of Labor.

5635

License and Driving Records Verification

Documentation of annual license checks (Commercial Driver’s License, etc.) to ensure that employee has appropriate licensing for operation of University vehicles.  May include copies of licenses. 

Retain three (3) years after verification; then destroy.

 

5629

Mail-Forwarding Addresses

These records contain the forwarding addresses of employees.

Retain one (1) year; then destroy. 

 

5634

 

Payroll Records-Department Copy

Department copies of time sheets, cards, time clock punch cards, and related data collected from regular staff, temporaries, regular students, and all faculty types. 

Destroy when no longer needed.

Time sheets/cards for personnel being paid in whole or in part from grant funds may be required to be kept for a period of up to ten (10) years beyond the end of the original grant.

5625

Payroll Records-Official Copy

Time sheets, cards, time clock punch cards, and related data collected from regular staff, temporaries, regular students and all faculty types.

Hold time sheets/cards for personnel being paid in whole or part from grant funds in the current files area as required by the granting agency, then dispose.  Hold all other payroll files in the current files area three (3) years, then dispose.  Audit must have been released three (3) years prior to disposal. 

Time sheets/cards for personnel being paid in whole or in part from grant funds may be required to be kept for a period of up to ten (10) years beyond the end of the original grant.

5860

Payroll Records-Work Study Students (Department Copy) 

Time sheets or cards and data collected from work-study students to document work hours.  Official time record shall include both student’s and supervisor’s signatures with listing of hours worked. 

Retain three (3) years after date of last employment; then destroy. 

 

5628

Performance Appraisals-Staff and Non-Tenure Track Faculty

Records of performance appraisals or evaluations, of employees, including non-tenure track faculty. Does not include tenure-track faculty annual evaluations.   

Hold original or authenticated reproduction until employment is separated; then transfer to Personnel Files – Separated Employees.  Retain for 3 years and then destroy confidentially. 

 

G14, G20 

Personnel Files – Active Employees 

Official Personnel Records.  Included are: application for employment, personal data summary, attendance records, personnel actions, performance evaluations, cumulative leave records, discipline records, letters of commendation, payroll deduction data, bond, training records, and other records relating to an individual’s employment.  May include vitas, resumes, letters of reference, etc. 

Hold original or authenticated reproduction until employee is separated; then transfer to Personnel Files – Separated Employees.  Active personnel files may be routinely purged of the following material three (3) years after receipt: Request for Leave, Cumulative Leave Records, Attendance Records and Performance Evaluations.

 

G14, G20

Personnel Files – Separated Employees 

Official Personnel Records.  Included are: application for employment, personal data summary, attendance records, personnel actions, performance evaluations, cumulative leave records, discipline records, letters of commendation, notice of separation/resignation, payroll deduction data, bond, training records, and other records relating to an individual’s employment.  May include vitas, resumes, letters of reference, etc. 

Original or authenticated reproduction of Personnel Files may be destroyed after 6 years provided that personnel reference data is maintained by Human Resources for all employment activity. 

 

G15, G21

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