As promised, the following is my cut on the retention requirements for
personnel files of terminated employees.  I hope it is of some use.

If someone has additional ones that strictly apply to the "Personnel File",
feel free to add to the list.

 

Again, I appreciate your input on the survey.  REMEMBER:  The survey applied
to the PRIVATE sector.

 

Bob Dalton, CRM

Dalton Consulting

 

.........

 

Personnel Records (May also be called a Personal History File)

 

Should not include the I-9, Medical Records and any other records that may
require a separate record series because of other legal requirements,
portions of FMLA records as an example.

 

Schedule Description

Records in this series include, but are not limited to:

.  Address Changes

.  Application for Employment 

.  Birth certificate

.  College Transcripts

.  Continuing Education Records

.  Employment Agreements

.  Employment Applications

.  Letters of Acceptance

.  Performance Appraisals

.  Photographs

.  References

.  Resumes

 

Retention/Citation

 

Citations below refer to overall personnel file, not documents within the
file

 

Federal

 

ACT +2    29 CFR 1602.31

CR+3       29 CFR 1627.3(a) 

CR+1      29 CFR 1627.3(b)(1)

CR+3      29 CFR 825.500(b) 

CR+1      29 CFR 1602.14

ACT       29 CFR 1602.14

 

Note:  Note:   Each citation above has a referral to "personnel records" in
the citation.  

 

Washington State

 

SL+6      WA RCW 4.16.040

 

State of Washington Statue of Limitations on Contracts, etc.,

 

Note:  Review your state requirements for specific retention for personnel
files and/or a Statue of Limitations for contracts.  Especially for those of
you who may be working in local and state governments.  You may have some
long retention periods.  For Example:

Mississippi page 35 at GSC 0502 - 55 years after termination (Thanks Tim) .


 

Retention Periods on Schedules

 

Note:  Retention period for personnel file being maintained T+6 or T+7 to me
are basically the same as long as you base it on Current Year + the
retention or Date of Termination.

 

Example:  Terminated in 2007 

   

 Current Year:  T+6 = 2007, plus 2008-2013 with

 Destruction Date o/a 1/1/2014

   

 From Termination Date:  T+7 = 5/1/2007, plus 2008-

 2013 with Destruction Date of 5/2/2014 or 2007

 

I personally like to my destruction review dates o/a 1/1/XX of the year they
are scheduled for review/destruction.

 


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