Personnel Record Retention
Faculty search materials (CV, supporting documents)
Department or entity: Academic Affairs
Format: Hard and digital copy
Limiting criteria: None
Storage location: Academic Affairs secured file cabinet
Safe destruction date: Three years for applicants not hired; application materials for hired applicants go into personnel file in Academic Affairs
Contact:
Employment applications
Department or entity: Business Office
Limiting criteria: None
Applicable federal/state law, agency or organization best practice: As recommended by auditors
Safe destruction date: Three years
Contact:
Garnishments
Department or entity: Business Office
Limiting criteria: None
Applicable federal/state law, agency or organization best practice: As recommended by auditors
Safe destruction date: Seven years
Contact:
Personnel files (terminated)
Department or entity: Business Office
Limiting criteria: None
Applicable federal/state law, agency or organization best practice: As recommended by auditors
Safe destruction date: Seven years
Contact:
Retirement and pension records
Department or entity: Business Office
Limiting criteria: None
Applicable federal/state law, agency or organization best practice: As recommended by auditors
Safe destruction date: Seven years
Contact:
Time books, cards
Department or entity: Business Office
Limiting criteria: None
Applicable federal/state law, agency or organization best practice: As recommended by auditors
Safe destruction date: Seven years
Contact:
Training manuals
Department or entity: Business Office
Limiting criteria: None
Applicable federal/state law, agency or organization best practice: As recommended by auditors
Safe destruction date: Permanent
Contact:
OSHA training certificates
Department or entity: Facilities Services
Format: Hard copy
Limiting criteria: None
Storage location: Personnel file
Safe destruction date: Permanent
Contact:
Driver's license information
Department or entity: Facilities Services
Format: Hard copy
Limiting criteria: None
Safe destruction date: One year
Contact:
Applicant files (not hired)
Department or entity: Human Resources
Format: Hard and digital copy
Limiting criteria: None
Storage location: Vault and archived Gmail account
Applicable federal/state law, agency or organization best practice: EEOC
Safe destruction date: Three years
Contact:
Applicant files (employees)
Department or entity: Human Resources
Format: Hard copy
Limiting criteria: None
Storage location: Personnel files
Applicable federal/state law, agency or organization best practice: EEOC
Safe destruction date: Seven years after separation from the college
Contact:
Personnel files (terminated)
Department or entity: Human Resources
Format: Hard copy
Limiting criteria: None
Storage location: Vault
Applicable federal/state law, agency or organization best practice: EEOC and DOL
Safe destruction date: Seven years after separation from the college
Contact:
Student employee applications
Department or entity: Reading/Writing Center
Format: Hard copy
Limiting criteria: None
Storage location: RWC Director's office
Safe destruction date: One year after graduation
Contact:
Faculty applicant files
Department or entity: Reading/Writing Center
Format: Hard copy
Limiting criteria: 2014-present
Storage location: RWC Director's office
Safe destruction date: Two years
Contact:
Background checks
Department or entity: Student Life
Format: Hard copy
Limiting criteria: 1960-present
Storage location: Student services file
Applicable federal/state law, agency or organization best practice: FERPA
Safe destruction date: Permanent
Contact:
Letters of reference
Department or entity: Student Life
Format: Hard copy
Limiting criteria: 1960-present
Storage location: Student services file
Applicable federal/state law, agency or organization best practice: FERPA
Safe destruction date: Permanent
Contact: