- 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
About Our Shredding Services
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.