Individual Record Retention Series: Personnel

Title of SeriesDescriptionRetentionDispositionRetention Group
Application File: Non-Hires - FacultyContains application, correspondence, resumes, etc. from applicants for positions. 3 Years Destroy PER2000 
Application File - Classified StaffIncludes application form, resume, test results, referral and interview data. 3 Years Destroy PER2000 
Applicants Card File - Classified StaffReference card file that lists name, address, telephone number, date of application, classification of individuals who have applied for classified positions. 3 Years Destroy PER2000 
Canceled Position File - Classified StaffApplication forms, correspondence sent and received concerning positions that have been canceled. 3 Years Destroy PER2000 
Certification File - Classified StaffRecord of employees who have attained certification in their classification. May include logbook and printouts. Active + 3 Years Destroy PER5010 
Declinations File - FacultyContracts, recommendations, letters of people who have declined positions. 3 Years Destroy PER2000 
Employment Files - StudentsActive and inactive files. Student authorization forms, State and federal withholdings, P>E>R>S>, step increases, termination notices, reclassification forms, exemptions. Active + 6 Years Destroy PER3000 
General Applicant Files - Contract StaffResumes on file. 3 Years Destroy PER2000 
Hazardous Exposure Records Indefinite  PER4020 
I - 9 Forms - StudentFederal employment eligibility verification for on-campus student employees. Active + 6 Years Destroy PER3000 
Index System - FacultyCards or other reference list for all active and inactive faculty. Active + 6 Years Archives. Review for historical value. PER3000 
Job Descriptions 3 Years Destroy PER2000 
Layoff File - Classified StaffFile contains printouts, rosters, and correspondence documenting university or college layoffs. Pertinent employee data, date of hire, classification, department, and retention points (performance) are included. 5 Years Destroy PER3010 
Leave Record – Classified StaffForms used to document sick leave and vacation leave. Includes hiring date, longevity date, amount of sick leave and vacation leave accrued. 5 Years Destroy PER3010 
Leave Record – FacultyVacation and sick leave earned and used. Active + 6 Years Destroy PER3000 
On-The-Job Training Records - Classified StaffComplete training records for individuals seeking classified positions. Includes V.A. approval, progress report, record of trainee-trainer, date started, hours worked, etc. Active + 3 Years Destroy PER5000 
Payroll Deduction AuthorizationsAll forms used to authorize deductions for charitable organizations, credit unions, union dues, U.S. Savings Bonds, etc. Active + 6 Years Destroy PER1030 
Performance Evaluation Forms - Classified StaffFile contains annual printouts and logbooks, with such information as name, Social Security Number, date of hire, classification, supervisory, mid- and end-probationary dates, and department, and university or college employee performance evaluations. 5 Years Destroy PER3010 
Personnel Requisition for Classified StaffDepartmental request placed whenever a position within the department becomes vacant. 3 Years Destroy PER2000 
Personnel Files - Classified Staff Employment record maintained for full-time and part-time classified employees. Files may contain applications, copies of driver's license, Social Security card, birth certificate, payroll, leave or absence requests, letters of commendation and reprimand, transfer requests, leave forms, evaluations, reclassifications, certifications, promotions, step increases, longevity, P.E.R.S. forms, employee's inspection of personnel file form, personnel card, etc. Active + 6 Years Destroy. Review for administrative value. PER3000 
Personnel Files (Active & Inactive) - Contract StaffEmployment record maintained for full-time and part-time university or college contract employees. Files can contain position descriptions, applications, letters of appointment or change, personnel data, notice of salary rate, copies of birth certificate, annual contracts, performance evaluations, P.E.R.S. forms, previous state service forms, Social Security card, reclassification notices, letters of commendation or reprimand, publications, evidence of continuing education, transfers, leave of absence requests, payroll forms, vacation and sick leave reports, resignations, termination notices. Active + 6 Years Destroy. Review for administrative value. PER3000 
Personnel Card File - Classified StaffFile card coordinated to classified personnel files. Includes name, Social Security Number, status, classification, department, anniversary date, pay, resignation, date, sick leave, performance, etc. Active + 6 Years Archives. Review for historical value. PER3000 
Personnel File - FacultyOriginal faculty contracts and addenda, promotion and tenure documentation, original transcripts, hiring documentation, resumes, letters of recommendation, correspondence, teaching schedules, tax forms, sabbatical information, evaluation forms, STRS forms, promotion and tenure decisions. Includes part-time and adjunct faculty files. Active + 6 Years Destroy. Review for administrative value. PER3000 
Position Vacancy Announcement - Classified StaffJob descriptions for each university or college position posted. 3 Years Destroy PER2000 
Promotion and Tenure File - FacultyRecommendations, evaluations, materials submitted for promotion or tenure. Tenure and promotion recommendations (approval or denial) and pertinent correspondence maintained in permanent personnel file. 5 Years Archives. Review for historical value. PER3010 
Public Employees Retirement System Files - Classified StaffIncludes copies of retirement applications documenting pertinent personal, spouse, and beneficiary data. Working papers and correspondence are included. Active + 6 Years Destroy PER1040 
Public Employees Retirement System File - Contract StaffIncludes copies of retirement applications documenting pertinent personal, spouse and beneficiary data. Working papers and correspondence are included. Active + 6 Years Destroy PER1040 
Public Employees Retirement System Log - Classified StaffRecord of university or college classified employees and their date of retirement and address. Active + 6 Years Destroy PER1040 
Public Employees Retirement System Log - Contract StaffRecord of university or college employees, address and date of retirement. Active + 6 Years Destroy PER1040 
Radiation Safety WorkersIncludes training records, exposure records, applications and authorizations, documents of Authorized Users Lab; Specific RW Training/Interview; Emergency Notification, and Declaration of Pregnancy forms. Indefinite  PER4030 
Radioactive Materials-Authorized Users FilesIncludes applications for non-human use of RM; Statement of prior Training and Experience; Authorization for Internal Transfer of Material between AUs; Room Surveys; Application for Clinical Use of RAM; Emergency Notification; Application for Investigational Human Use of RAM. Indefinite  PER4030 
Radioactive Materials - Exposure RecordsFiles of monthly reports of people’s exposure to Radioactive Materials. Indefinite  PER4030 
Radioactive Materials - Incident ReportReport of Radioactive Materials Incident. Indefinite  PER4030 
Reclassification Files - Classified StaffRecord of university or college employee reclassification with accompanying job audit reviews, audit appeals, position description questionnaires, correspondence and final decision documentation. 5 Years Destroy PER3010 
Recruitment / Search Files - Contract StaffContract staff search files. May contain position authorization forms, job descriptions, minutes, applicants' credentials, search chronologies, authorization to hire forms, correspondence. 3 Years Destroy PER2000 
Residence Hall Advisor FilesFiles on candidates selected for employment as residence hall advisors. Active + 6 Years Destroy PER3000 
Residence Hall Advisors-UnselectedFiles on candidates not selected as residence hall advisors. 3 Years Destroy PER2000 
Search Committee Files - FacultyRecords of individuals who applied or interviewed for positions for which a committee was formed. Files contain position authorization forms, job descriptions, search committee minutes, applicant credentials, correspondence, and authorization to hire forms. 3 Years Destroy PER2000 
Selection Criteria Form - Classified StaffForm providing an explanation as to why a person was or was not hired for a university or college position. 3 Years Destroy PER2000 
Service Reports / Activity Reports-FacultyRecords for the academic year and each term listing teaching and advisory assignments, research, administrative duties and public service. Data is included for full-time and part-time faculty and graduate assistants. Reports printed either alphabetically by name of faculty member or by department. Active + 6 Years Archives. Review for continuing administrative or historical value. PER3000 
Student Time ReportsRecord of hours worked by student employees. 5 Years Destroy PER6000 
Summer Employment File - Classified StaffRecord of employees with alternate summer job responsibilities usually in dining halls, union, health center, residence halls and custodial. 5 Years Destroy PER3010 
Suspension File-Classified StaffRecord of suspended university or college employees including name, classification, department, reason for suspension and duration of suspension, pertinent supporting documentation. 5 Years Destroy PER3010 
Teaching EvaluationsStudent evaluations of teacher’s performance. Used for Reappointment, Promotion, and Tenure. 5 Years[1] Destroy PER3010 
Time CardsRecord of time worked by employees. 5 Years Destroy PER6000 
University Medical RecordsFiles of medical charts for students, university employees and their spouses. Includes medical histories, medical exams, progress sheets, x-rays, lab work, and related correspondence. 6 Years Shred PER4010 
Wage and Fringe Benefit Surveys - Classified StaffSurveys conducted by the university or college with area organizations in an effort to acquire comparative data regarding wage and fringe benefit programs. 3 Years Destroy PER9900 
W-4 FormsForms completed by employee showing federal tax withholding exemptions. Active + 6 Years Destroy PER1030 
 

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This page was last modified on: Nov 22, 2008