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Date: | Sun, 7 Oct 2007 15:16:04 -0700 |
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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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