The following is a sample of a typical records retention schedule:
1. |
Title: |
|
Employment Records |
2. |
Description: |
|
Employee Records (Record Jackets) are maintained for all regularly appointed faculty and staff and generally contain: Personnel Authorization forms (PAF), Personal Data Records (PDR), and a copy of the Social Security Card. These files may also contain, benefit enrollment forms, salary adjustment letters, original application for employment, Oath-of-Affirmation (faculty), Absence Record Cards (staff) Unemployment Insurance Claim forms and Determinations, Dependent Child Tuition Remission Applications and employment-related memos. |
3. |
Office of Record: |
|
University Human Resources |
4. |
Retention: |
|
80 Years |
5. |
Disposition: |
|
Destroy |
6. |
Other copies: |
|
Units/Department |
7. |
Retention: |
|
6 Years after termination of employment |
8. |
Disposition: |
|
Destroy |
Required Information
- Title of the record series.
- The series description generally consists of two components: a use or purpose statement and a content statement.
- Office of Record: Notes what unit/department is responsible for the record/information.
- Retention. Notes how long the record must be maintained.
- Disposition: The action that must occur when the retention has been satisfied.
- Other copies: Notes where there might be another copy/version of the record.
- Retention: Notes how long the record must be maintained for other copies.
- Disposition: The action that must occur when the retention has been satisfied for other copies.