UD Seal
Human Resources

Personnel Records Retention Guidelines

Section: Human Resources Policies
Policy Name: Personnel Records Retention Guidelines
Policy Owner: Executive Vice President
Responsible University Office: Office of Human Resources
Origination Date: September 7, 1999
Revisions: November 2016
Legacy Policy Number: 4-19
  1. SCOPE OF POLICYThis policy outlines the procedure for the handling of personnel records of terminated or retired employees.
  2. DEFINITIONSPersonnel Record: an individual employee’s file maintained in the Office of Human Resources, Records Management or such employee’s file maintained by the employee’s department containing employment history, including but not limited to, the employee’s application for employment, reference information, performance appraisals and improvement plans, if any, and any such other information not prohibited by law.
  3. POLICY STATEMENTIt is the policy of the University to retain personnel records of terminated or retired employees for the period of time required by applicable federal or state law.
  4. POLICY STANDARDS AND PROCEDURESThe following guidelines are used to handle the personnel file of a terminated or retired employee:
    1. Departmental personnel files of all terminated or retired employees (faculty, exempt, non-exempt staff and hourly) should be sent to the Records Management Office (413 Academy Street, Room 250) as soon as practical following termination of the employee.
    2. Records Management Office staff will review and merge the departmental file with the institutional file in the Records Management Office after deletion of extraneous materials.
    3. The Records Management Office will retain the files for a period of two years after which time they will be transmitted to Archives.