Iwasaki Library
Records Retention & Disposition Schedule: Human Resources
List of Schedules
| Schedule Number | Records Series |
| 410 | Administrative Records |
| 420 | Employee Records |
| 430 | Benefits |
| 440 | Payroll |
Warning
If your department or office receives a notice of a Records Preservation/Hold Order you must comply with the instructions from General Counsel’s office. A Records Preservation/Hold Order is an internal procedure to ensure that certain information is preserved which may be needed for reasonably anticipated or actual government investigation, audit, or litigation. A Records Preservation/Hold Order temporarily sets aside the retention period stated in the Records Retention and Disposition Schedule, and suspends destruction for the affected records until the Records Preservation/Hold Order is released.
Administrative Records
| Schedule Number | Records Series |
| 410 | Severance Agreements |
| 411 | Union Agreements |
| 412 | Workers' Compensation Claims and Insurance Policies |
| 413 | Federal and State Required Statistics and Reports |
| 414 | Workplace Discrimination Complaints and Investigation Records |
Severance Agreements
| Record Holder | Retention | Disposition | |
| Official Record | HR | 7 years after expiration | Confidential Destruction |
| Duplicate Record | All other offices | Destroy when no longer needed | Confidential Destruction |
Union Agreements
| Record Holder | Retention | Disposition | |
| Official Record | HR | Permanent | Transfer to Archives |
| Duplicate Record | All other offices | Destroy when no longer needed | Confidential Destruction |
Workers' Compensation Claims and Insurance Policies
| Record Holder | Retention | Disposition | |
| Official Record | HR | 18 years | Confidential Destruction |
| Duplicate Record | All other offices | Destroy after 18 years or when no longer needed, whichever comes first | Confidential Destruction |
Federal and State Required Statistics and Reports
| Record Holder | Retention | Disposition | |
| Official Record | HR | 7 years | Confidential Destruction and Deletion |
| Duplicate Record | All other offices | Destroy after 7 years or when no longer needed, whichever comes first | Confidential Destruction and Deletion |
Workplace Discrimination Complaints and Investigation Records
| Record Holder | Retention | Disposition | |
| Official Record | HR | Permanent | Transfer to Archives |
| Duplicate Record | All other offices | Destroy when no longer needed | Confidential Destruction and Deletion |
Employee Records
| Schedule Number | Records Series |
| 420 | Employee Personnel Files, Non-Faculty |
| 421 | Faculty Personnel Files |
| 422 | Files for Disabled Employees |
| 423 | I-9 Forms |
| 424 | Individual Contracts for Employment |
| 425 | Occupational Injury or Illness, Records Relating to Employment |
| 426 | Performance Appraisals |
| 427 | Records Covered under HIPAA |
| 428 | Search Committee Records |
| 429 | Academic Search Materials and Documents Supporting Hiring Selection Decisions (Non-Hired Employees) |
Employee Personnel Files, Non-Faculty
These files include application, resume, appointment/salary forms, benefits, enrollment and application forms, beneficiary designations, J1 and H-1B visa information. Includes files for retirees.
| Record Holder | Retention | Disposition | |
| Official Record | HR | 7 years after separation | Confidential Destruction and Deletion |
| Duplicate Record | All other offices | Destroy 7 years after separation or when no longer needed, whichever comes first | Confidential Destruction and Deletion |
Faculty Personnel Files
These files include hire paperwork, salary, status changes, tenure/promotion, retirement/termination, and appointment recommendations.
| Record Holder | Retention | Disposition | |
| Official Record | HR | 7 years after separation | Confidential Destruction and Deletion |
| Duplicate Record | Academic Affairs | Destroy when employee separates from the College | Confidential Destruction and Deletion |
Files for Disabled Employees
| Record Holder | Retention | Disposition | |
| Official Record | HR | 7 years after benefits end | Confidential Destruction |
| Duplicate Record | All other offices | Destroy when employee separates from the College | Confidential Destruction |
I-9 Forms
I-9 forms for faculty, staff, and students.
| Record Holder | Retention | Disposition | |
| Official Record | HR | 3 years, or 1 year after termination (whichever date is later) | Confidential Destruction and Deletion |
| Duplicate Record | All other offices | No longer than 3 years, destroy when employee separates from the College | Confidential Destruction |
Individual Contracts for Employment
| Record Holder | Retention | Disposition | |
| Official Record | HR | 7 years after separation | Confidential Destruction |
| Duplicate Record | All other offices | Destroy when employee separates from the College | Confidential Destruction and Deletion |
Occupational Injury or Illness
These files concern occupational injury or illness relating to employment at the College.
| Record Holder | Retention | Disposition | |
| Official Record | HR | Generally, 5 years after the calendar year in which the employee sustained the injury or treatment ended, whichever is later. Records related to toxic exposure must be retained for 30 years. | Confidential Destruction |
| Duplicate Record | All other offices | Destroy when no longer needed or when employee separates from the College, whichever comes first | Confidential Destruction |
Performance Appraisals
These files concern employeee performance appraisals.
| Record Holder | Retention | Disposition | |
| Official Record | HR | 7 years after separation | Confidential Destruction and Deletion |
| Duplicate Record | All other offices | Destroy after 3 years or when employee separates from the College (whichever comes first) | Confidential Destruction and Deletion |
Records Covered under HIPAA
These files concern records covered under HIPAA (Health Insurance Portability and Accountability Act).
| Record Holder | Retention | Disposition | |
| Official Record | HR | 7 years after employee's separation | Confidential Destruction and Deletion |
| Duplicate Record | All other offices | Destroy 7 years after employee's separation or when no longer needed, whichever comes first | Confidential Destruction and Deletion |
Search Committee Records
These files include employment applications, resumes, and all applicant search materials.
| Record Holder | Retention | Disposition | |
| Official Record | HR | 7 years | Confidential Destruction and Deletion |
| Duplicate Record | All other offices | Destroy after 3 years or when no longer needed | Confidential Destruction and Deletion |
Academic Search Materials and Documents Supporting Hiring Selection Decisions (Non-Hired Employees)
| Record Holder | Retention | Disposition | |
| Official Record | Hiring Department | 3 years from date of appointment | Confidential Destruction and Deletion |
| Duplicate Record | All other offices | Destroy after 1 year or when no longer needed (whichever comes first) | Confidential Destruction and Deletion |
Benefits
| Schedule Number | Records Series |
| 430 | Certificates of Insurance, Indemnification Agreements, Contracts, and Insurance Policies for Benefits |
| 432 | Benefits Applications and Paperwork |
| 434 | Faculty and Staff Handbook |
| 436 | Federal Reporting Requirements; Welfare Benefits and Other Fringe Benefit Plans (i.e., 5500-s) |
Certificates of Insurance, Indemnification Agreements, Contracts, and Insurance Policies for Benefits
| Record Holder | Retention | Disposition | |
| Official Record | HR | Permanent | Transfer to Archives |
| Duplicate Record | All other offices | Destroy when no longer needed | Confidential Destruction |
Benefits Applications and Paperwork
These files concern benefit applications and paperwork, including long-term disability forms.
| Record Holder | Retention | Disposition | |
| Official Record | HR | 7 years after separation | Confidential Destruction |
| Duplicate Record | Academic Affairs/other offices | Destroy when employee separates from the College | Confidential Destruction |
Faculty and Staff Handbook
| Record Holder | Retention | Disposition | |
| Official Record | HR | Permanent | Transfer to Archives |
| Duplicate Record | All other offices | Destroy when no longer needed | Confidential Destruction and Deletion |
Federal Reporting Requirements; Welfare Benefits and Other Fringe Benefit Plans (i.e., 5500-s)
| Record Holder | Retention | Disposition | |
| Official Record | HR | Permanent | Transfer to Archives |
| Duplicate Record | All other offices | Destroy when no longer needed | Confidential Destruction |
Payroll
| Schedule Number | Records Series |
| 440 | Payroll Annual Payment Records |
| 441 | Information Returns Filed with Federal and State Authorities (W-2, 941, 1042S, etc.) |
| 442 | Payroll Deduction Authorization Forms (W4, ACH, Bonds) |
| 443 | Payroll Vouchers |
| 444 | Record of Payments and Deductions (Payroll Registers, Deductions Lists, Adjustments) |
| 445 | Student Time Cards |
| 446 | Employee Time Cards |
Payroll Annual Payment Records
| Record Holder | Retention | Disposition | |
| Official Record | HR | Permanent | Transfer to Archives |
| Duplicate Record | All other offices | Destroy when no longer needed | Confidential Destruction and Deletion |
Information Returns Filed with Federal and State Authorities (W-2, 941, 1042S, etc.)
| Record Holder | Retention | Disposition | |
| Official Record | HR | 7 years | Confidential Destruction and Deletion |
| Duplicate Record | All other offices | Destroy after 7 years or when no longer needed, whichever comes first | Confidential Destruction and Deletion |
Payroll Deduction Authorization Forms (W4, ACH, Bonds)
| Record Holder | Retention | Disposition | |
| Official Record | HR | 5 years after employment ends | Confidential Destruction |
| Duplicate Record | All other offices | Destroy 5 years after employment ends or when no longer needed, whichever comes first | Confidential Destruction |
Payroll Vouchers
| Record Holder | Retention | Disposition | |
| Official Record | HR | 3 years | Confidential Destruction and Deletion |
| Duplicate Record | All other offices | Destroy after 3 years or when no longer needed, whichever comes first | Confidential Destruction and Deletion |
Record of Payments and Deductions (Payroll Registers, Deduction Lists, Adjustments)
| Record Holder | Retention | Disposition | |
| Official Record | HR | 5 years | Confidential Destruction and Deletion |
| Duplicate Record | All other offices | Destroy after 5 years or when no longer needed, whichever comes first | Confidential Destruction and Deletion |
Student Time Cards
| Record Holder | Retention | Disposition | |
| Official Record | Student Financial Services | 3 years after pay date | Confidential Destruction and Deletion |
| Duplicate Record | All other offices | Destroy 3 years after pay date or when no longer needed, whichever comes first | Confidential Destruction and Deletion |
Employee Time Cards
| Record Holder | Retention | Disposition | |
| Official Record | HR | 3 years after pay date | Confidential Destruction and Deletion |
| Duplicate Record | All other offices | Destroy 3 years after pay date or when no longer needed, whichever comes first | Confidential Destruction and Deletion |
