DISPOSAL CODE
RECORD DESCRIPTION
RETENTION PERIOD
CUSTODIAN
verification, letters of reference: Not Hired
from employment / no hire
(Exception: Driving Records- Security Dept.) Human Resources (Exception: Driving Records- Security Dept.) Human Resources
d. Background checks, driving records, employment verification, letters of reference: Hired
5 years after date of separation from employment
2
e. Job descriptions
2 years after position has been filled or remains active, whichever is later 2 years after position has been filled 3 years after all benefits have been paid
2
f. Job announcements
Human Resources
2
E MPLOYEE R ECORDS a. Personnel Records: Employee who separates with post-termination benefits (includes personnel history card, application for employment, references, resume, notification documents, photo identification records, health insurance and life insurance applications, I-9 forms, performance evaluations, commendations, training records, personal change forms, letter of resignation, retirement membership application, vacation and sick leave reports, salary review forms, separation report and correspondence.) b. Personnel Records: Employee who separates without post-termination benefits (includes personnel history card, application for employment, references, resume, notification documents, photo identification records, health insurance and life insurance applications, I-9 forms, performance evaluations, commendations, training records, personal change forms, letter of resignation, retirement membership application, vacation and sick leave reports, salary review forms, separation report and correspondence.) c. Employee Card Files or Record Books- includes name, date of birth, social security number, job and salary history, benefit information, and termination data.
Human Resources
2
5 years after separation from employment
Compensation & Job History- Human Resources Timekeeping Records: Business Offices, Human
2
Resources & Financial Aid
Permanent
Compensation & Job History- Human Resources Timekeeping Records: Business Offices, Human
2
Resources & Financial Aid
d. FMLA/USERRA and related leave records
3 years after separation from employment 5 years after final resolution of dispute 4 years after signing final settlement, or 4 years after death of recipient. If suspension agreement filed, retain 10 years 3 years after final resolution 5 years after expiration of contract 20 years after expiration 3 years for compliance reports and related records; 4 years after resolution of case
Human Resources
2
e. Disputed Issues: DOL, arbitration, court action
Human Resources
2
f. Workers Compensation Claims
Risk Management
2
g. Union Grievances
Human Resources Human Resources Human Resources Human Resources
2 2 2 2
h. Labor Negotiations Files
i. Labor Union Contracts
j. Equal Employment Opportunity Records
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