Warning
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.
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.