|
| Andrews
University
|
AUARC Use only
RG |
| RECORDS
RETENTION SCHEDULE
(RRS) |
|
|
PERSONNEL
RECORDS
|
|
This records retention schedule will
apply to the Andrews University campus and all of its affiliated
institutions. Records disposition
may not take place if there is an open records request, or if there
is pending litigation or audit involving these records.
TRAINING AND ASSISTANCE:
The staff of the Andrews University Archives and Records Center
will provide training and assistance with the implementation of
this personnel records schedule.
CONFIDENTIALITY: All record series
which are transferred to the AUARC are treated as confidential with
the exception of official Andrews University publications and those
items which are designated as open records by the individual and/or
office of origin.
Approvals:
This document has been created (1/22/010) for the office of Human
Resources from Records Retention Schedule approved by the AUARC
and the AUARC Committee.
Codes:
Retention in Office: 00 = years, U
= useful life in office/period of reference value
Retention in RC: PERM = Permanent,
00 = years
Final Disposal: Archives = University
Archives, AHC = Adventist Heritage Center, D = discard/shred/erase,
R = review with AURC for PERM
in RC, Archives or AHC, or D
|
Title
of Record Series
|
Retention
in
Office
|
Retention
in RC
|
Final
Disposal
|
Comments |
| Faculty
Files |
|
Faculty
Personnel Records
These files document
individual faculty academic work history, including all academic
ranks.
|
U +6 |
PERM |
---- |
From
date of termination or retirement |
|
Search
Records |
U +3 |
---- |
D |
Note:
Copies of successful candidates applications, resumes, and vitae
are placed in their faculty personnel files. |
| Staff
Employee Files |
| Potential
Job Candidate Records |
U |
---- |
D |
|
|
Staff
Employee Personnel Records |
U +6 |
PERM |
---- |
From
date of termination or retirement |
| Student
Employment Files |
|
Applications,
Unaccepted |
1 |
---- |
D |
From
date of application. |
|
Student
Employment/Labor Records |
U |
---- |
D |
Retain
5 years after date of termination |
|
Work-Study
Records |
U |
---- |
D |
Retain
5 years after date of termination |
| General
Files |
|
|
Affirmative
Action Program Records
Documentation
of affirmative action plans
and programs.
It includes also support documentation and correspondence. |
6 |
PERM |
---- |
Maintain
only final plans, reports, and substantive correspondence for
the Archives. |
| |
Blank
Forms |
U |
---- |
D |
Retain
for 30 days after obsolescence. |
|
Correspondence
This includes permanent
and non-essential
correspondence received and sent
|
U |
PERM |
---- |
Before
sending to the Archives sort and destroy all non-essential documents. |
|
Employee
Manual |
U |
___ |
Archives |
Note:
Send 2 copies to
the Archives when first produced.
|
|
Grievances
and Arbitration |
U |
PERM |
---- |
|
|
Subject/Topical/Reference
Files
These files document
the day-to-day activities of the various areas of the department
of Human Resources.
|
U |
PERM |
---- |
The
recommended time of Retention in Office is 5 years. |
| |
Position
Description Records
The provide current
job descriptions and classifications which are used for employee
recruiting, position review, etc.
|
U |
---- |
D |
An
appropriate copy should be maintained in employee personnel
file. |
| Medical,
Health and Safety Records |
|
Accident
and Injury Report Records |
6 |
--- |
D |
|
|
|
Dental
Insurance Records,
Delta
Contracts and Relationships
|
U |
---- |
D |
|
| |
Family
and Medical Leave Records
These include sick
leave and vacation leave requests.
|
U |
PERM |
---- |
|
| |
Medical
Insurance Records
These include statements
and premium payments, etc.
|
6 |
--- |
D |
|
| |
Health
Insurance Records
Contracts and Relationships.
|
U |
---- |
D |
|
|
Safety
Records |
6 |
---- |
D |
|
| Payroll
Records |
| |
Contract
Forms, teaching |
6 |
PERM |
--- |
|
|
Time
Cards or Sheets |
6 |
---- |
D |
|
|
W-2
Form |
6 |
---- |
D |
|
|
W-4
Form |
6 |
---- |
D |
|
| Pension
and Benefits Records |
|
Compensation
Claim Records |
U |
PERM |
---- |
|
|
Disability
Records |
U |
PERM |
---- |
|
|
Employee's
Earning Records |
U |
PERM |
---- |
|
|
Personnel
Service Records |
U |
PERM |
---- |
|
|
Retirement/Pension
Plans |
U |
---- |
D |
After
expiration |
|
Retirees
and Death Claim Records |
U |
PERM |
---- |
|
|
Sick
Leave Benefits |
U |
PERM |
---- |
|
|
Unemployment
Insurance Claims |
U |
---- |
D |
After
expiration |
|
