Gus,
Here at my college we've also had a tradition where the Deans have
maintained separate files for each of their faculty members while a HR
has a file as well. For now, I am playing it safe and assigning the
Dean's file the same retention as Personnel files because I have strong
reasons to believe that not everything that is in the Deans files makes
it way to HR. I am currently in process of working with HR and the
divisions to develop a workflow wherein all original personnel records
generated by the divisions are sent to HR for filing. The divisions can
keep a copy for easy access. However that divisional file will be termed
duplicate and will have a shorter retention - say Termination + 1 year.

Nishika Gupta
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Gus Harris
Sent: Tuesday, July 22, 2008 9:27 AM
To: [log in to unmask]
Subject: university faculty records

Hi all.  I have a question for those of you that are university/college
records managers.  At our university we have a file for each faculty
member that is kept in the Dean's office of each college.  They treat
these files almost like "personnel" files.  However, the faculty members
official personnel file is in our Human Resources department.  The file
in the Dean's office contains more "academic" related information about
the faculty member's activities, etc....whereas the official personnel
file, like any personnel file, has more HR related
material....applications, insurance information, action sheets, etc.,
etc.  My question is how long do you all maintain these type faculty
files and what "kind" of files do you consider these to be?

 

Thanks in advance for any comments that you all might have regarding
these type files!  

 

Gus Harris

Records Manager

The University of West Florida

Pensacola, FL

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