Do not follow the records retention schedule to destroy records that are currently part of–or you are aware that they are going to be part of–any legal action or proceeding, litigation, audit, investigation, or review. For more information, see the Subpoenas for University Records Policy.
Employment Records
| Schedule Number | Record Series |
|---|---|
| 110 | Staff Personnel Records |
| 120 | Staff Employment Search Records |
| 140 | Payroll Records |
| 160 | Time Tracking Records |
| 180 | Student Employee Personnel, Payroll, and Time Tracking Records |
| 190 | International Scholar and Staff Immigration Records |
Warning
Staff Personnel Records
Schedule Number
110
These records document individual employee work histories. These records may include, but are not limited to, job descriptions, applications, CVs, correspondence, performance evaluations, personnel actions, performance evaluations, commendations, reprimands, and various personnel forms.
| Copy Type | Record Holder | Retention Period | Disposition |
|---|---|---|---|
| Official Copy | Human Resources | At least employee separation + 6 years |
|
| Unofficial Copy | Departments and Offices | Human Resources personnel forms Department and Program personnel records See Notes for details |
Notes
Human Resources personnel forms
This refers to personnel documents, such as PAFs and PAF worksheets, that have an official copy held by Human Resources. Confidentially destroy these records when the employee separates from the University.
Department and Program personnel records
This refers to employee records, such as performance reviews and correspondence, that do not have an official copy held by Human Resources. Confidentially destroy these records six years after the employee separates from the University (Employee separation + 6 years).
Medical-related material should not be stored within a staff member’s personnel file.
Faculty personnel records are addressed in 210 Faculty Personnel Records in the Faculty Records section of the General Records Retention Schedule.
References
M.G.L. c. 149 § 52C; M.G.L. c. 260 §§ 2,5B; 8 CFR § 274.2; 29 CFR § 825.500, §1602, §1627; EEOC, Technical Assistance Manual: Title 1 of the ADA, section 6.5
Approved
Digital Collections and Archives
Effective Date
Updated
Staff Employment Search Records
Schedule Number
120
These records document the process to fill non-faculty positions. These records may include, but are not limited to, applications, resumes, and letters of recommendation.
| Copy Type | Record Holder | Retention Period | Disposition |
|---|---|---|---|
| Official Copy | Human Resources | At least search completed + 6 years |
|
| Unofficial Copy | Departments and Offices | Search completed + 6 years |
Notes
Search committee chairs may collect search records from other members of the committee when the search closes. Records concerning the successful job candidate should become part of that person’s personnel file.
References
M.G.L. c. 260 §§ 2, 5B; 15 USC § 1681P, 29 CFR § 1602, 1627
Approved
Human Resources and Digital Collections and Archives
Effective Date
Updated
Last Reviewed
Payroll Records
Schedule Number
140
This series includes garnishment accounting, garnishment orders, payroll checks, payroll history, payroll records, and payroll registers.
| Copy Type | Record Holder | Retention Period | Disposition |
|---|---|---|---|
| Official Copy | Human Resources | At least 6 years |
|
| Unofficial Copy | Departments and Offices | 6 years |
Notes
None
References
M.G.L. c. 149, § 52C; M.G.L. 151, § 15; M.G.L. c. 260 §§ 2, 5B; 29 U.S.C. § 1027; 26 CFR §301.6501(a)-1; 29 CFR § 516, § 825.500, §1602, § 1620, §1627; 430 CMR §5.01; 830 CMR 62C.25.1
Approved
Digital Collections and Archives
Effective Date
Updated
Last Reviewed
Time Tracking Records
Schedule Number
160
These records document student and staff hours worked. These records may include time cards, time sheets, and PeopleSoft timesheets submitted electronically.
| Copy Type | Record Holder | Retention Period | Disposition |
|---|---|---|---|
| Official Copy | Human Resources | At least 6 years |
|
| Unofficial Copy | Departments and Offices | 6 years |
Notes
None
References
M.G.L. c. 149 § 52C; M.G.L. 151, § 15; M.G.L. c. 260 §§ 2, 5B; 26 CFR §301.6501(a)-1; 29 CFR §1602, §1620, §1627
Approved
Digital Collections and Archives
Effective Date
Updated
Last Reviewed
Student Employee Personnel, Payroll, and Time Tracking Records
Schedule Number
180
These records document student employee time tracking and payroll activities and work histories. These records document work-study and/or regular departmental budgeted student employees. Records may include, but are not limited to, time sheets, resumes, interview notes, and correspondence.
| Copy Type | Record Holder | Retention Period | Disposition |
|---|---|---|---|
| Official Copy | Human Resources | Treat student employee personnel, payroll, and time tracking records as staff personnel, payroll, and time tracking records respectively. |
See Retention Period note |
| Unofficial Copy | Departments and Offices | Treat student employee personnel, payroll, and time tracking records as staff personnel, payroll, and time tracking records respectively. |
See Retention Period note |
Notes
None
References
None
Approved
Digital Collections and Archives
Effective Date
Updated
Last Reviewed
International Scholar and Staff Immigration Records
Schedule Number
190
These records refer to documents issued and retained in order to facilitate initial and ongoing immigration sponsorship and advisement of non-immigrant international scholars, researchers, and staff. Such documents may include, but are not limited to, visa certificates (DS-2019s), passport and visa copies, I-94 admission records, change of status notices, labor condition applications, employment authorization documents, USCIS applications and notices, and other supporting documents including internal data collection forms, invitation and employment letters, wage determinations, and other related records.
| Copy Type | Record Holder | Retention Period | Disposition |
|---|---|---|---|
| Official Copy | International Center | Separation or end of immigration sponsorship by the University + 5 years |
|
| Unofficial Copy | Departments and Offices | Separation or until documents are no longer needed (whichever comes first) |
Notes
None
References
None
Approved
International Center, University Counsel, and Digital Collections and Archives
Effective Date