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.