Do not destroy records that are part of - or you are aware that they will be part of - any legal action, audit, investigation, or review.
Staff Employment Records
Description
Documents the process of hiring new employees, including
Position and salary grade approvals
Recruitment
Search Committees
Candidate interviews
Pre-employment requirements
Documents employee work history, including
Hiring, promotion, transfers, termination
Evaluation and compensation
Training and certification
Documents review of hiring processes for compliance with Affirmative Action/EEO requirements
Documents actual hours worked by employees and types and amounts of leave taken
Confidential Information Present
Salary
Employee evaluations
Office of Record
Human Resources
Payroll (See also Controller's Office Retention Schedule)
Other Offices
Convenience copies maintained by other units should be destroyed by shredding or file wiping when no longer needed for administrative purposes. Convenience copies should be kept no longer than the periods specified for the Office of Record.
Recruitment Records: Keep 3 years after hire, then destroy. Destroy by shredding or file wiping if confidential information is present.
Note: Job descriptions, applications, credentials and related documents of the candidate hired should be transferred to the new employee’s employment file.
Staff Employment Requisitions
Job postings, announcements, advertisements
Candidate Logs, interview notes, candidate applications, resumes, letters of recommendation, test results
Related correspondence, including email
EEO Review Records: Keep 6 years after hire, then destroy. Destroy by shredding or file wiping if confidential information is present.
Time and Attendance Records: Keep 5 years after fiscal year, then destroy.
Destroy by shredding or file wiping if confidential information is present.
This schedule does not apply to grant-related records.
Time sheets and cards
Attendance forms
Absence reports
Overtime authorization
Vacation and non-medical leaves of absence forms
Related correspondence, including email
Employment Records: Keep 6 years after separation, then destroy. Destroy by shredding or file wiping if confidential information is present.
Job applications, resumes, offer and acceptance documents
Letters of recommendation
Performance reviews
Job descriptions
Awards and commendations
Emergency contact information
Personal information (e.g., name changes)
Employment Eligibility Verification Form (I-9)
W-4 forms
Training requests, approvals, reports, certifications
Related correspondence, including email
Notes
This schedule does not apply to key administrative staff, currently classified as salary grades 18 and above.
Effective Date
December 2006
Revision Date
not applicable
Do not destroy records that are part of - or you are aware that they will be part of - any legal action, audit, investigation, or review.
Disposition schedules are based on the length of time records are needed to meet internal program management needs; satisfy external statutory and regulatory requirements; and to ensure the university has a reliable institutional memory. Questions should be addressed to the CWRU Archives at 368-3320 or archives@case.edu.
