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; February 2017
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, HR Systems 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 HR Systems (413 Academy Street, Room 250) within six months following termination of the employee.
    2. Personnel files sent to HR Systems from departments should include items that pertain to the employee’s job, i.e. resignation/termination letter, final time sheet (if applicable), and documents such as Performance Improvement Plans and any memos or letters pertaining to performance or discipline. They should NOT INCLUDE employment applications, resumes, JEDs, S-contracts, GNCPs, or Performance Appraisals.
    3. HR Systems will retain the files for a period of two years after which time they will be transmitted to Archives.