Title Description Retention Disposition Function
Academic/Non-Academic Personnel Inventory - Contract Staff Annual printout required by the Ohio Board of Regents documenting full-time equivalentstaffing levels. The summary of the inventory is sent to the Ohio Board of Regents. Indefinite Eperm Human Resources
Affirmative Action Plan Files Procedures and regulations to be followed, work force analysis, goals, timetables, statistics. 6 years Historic Archives Human Resources
Affirmative Action Position Applicant Files Record of affirmative action procedures followed for university or college position openings. Files include position request and authorization forms, job descriptions, appointment activity record, proof of citizenship, chronological data on search and correspondence. Files divided into faculty, contract and classified staff headings. The classified staff portion is comprised of statistical data sent to Affirmative Action Office by Personnel Office. Under these headings, files are arranged alphabetically by department or office. 6 years Destroy Human Resources
Alien Certification Files Records of employee requests made to the Department of Labor and Immigration and Naturalization for work certification. In addition to certification, the files include transcripts, letters of reference, resume and other pertinent documentation. Files arranged alphabetically. 6 years Destroy Human Resources
Annuity Records Statement of payroll deduction for employees' annuity plans. 4 years Destroy Human Resources
Applicant Flow Data File Statistical information, percentages dealing with race, religion, sex, etc. 3 years Destroy Human Resources
Applicants Card File - Classified Staff Reference card file that lists name, address, telephone number, date of application, classification of individuals who have applied for classified positions. 3 years Destroy Human Resources
Application File - Classified Staff Includes application form, resume, test results, referral and interview data. 3 years Destroy Human Resources
Application File: Non-Hires - Faculty Contains application, correspondence, resumes, etc. from applicants for positions. 3 years Destroy Human Resources
Canceled Position File - Classified Staff Application forms, correspondence sent and received concerning positions that have been canceled. 3 years Destroy Human Resources
Category Summary - Classified Staff Computer printout listing breakdown of employment by race, sex, civil service. 3 years Historic Archives Human Resources
Certification File - Classified Staff Record of employees who have attained certification in their classification. May include log book and printouts. Active + 3 years Destroy Human Resources
Civil Service Examinations File - Classified Staff Old examinations used for the purpose of devising new testing programs. Also can include information and materials for Civil Service testing. Active Destroy Human Resources
Declinations File - Faculty Contracts, recommendations, letters of people who have declined positions. 3 years Destroy Human Resources
Department Assistance File - Classified Staff Correspondence documenting Personnel Office services to university or college departments regarding classified staff positions. 1 year Destroy Human Resources
Educational Benefits Record of tuition waivers for employees and staff 4 years Destroy Human Resources
EE-06 Report [EEOC] Annual report required by the federal government, including information on race, sex, salary, tenure, etc. for different groups of employees. 6 years Destroy Human Resources
Employment Files - Students Active and inactive files. Student authorization forms, State and federal withholdings, P.E.R.S., step increases, termination notices, reclassification forms, exemptions. Indefinite Eperm Human Resources
Employment Printouts - Student Stipend list, updated social security number reports, 1040 hours report, termination reports, summer rehires, college work-study awards, changes chart of accounts, step increases, department summaries, CWS earnings report, time cards by sequence number. 1 year Destroy Human Resources
General Applicant Files - Contract Staff Resumes on file. 3 years Destroy Human Resources
Hazardous Exposure Records Title self descriptive. Indefinite Eperm Human Resources
I - 9 Forms - Student Federal employment eligibility verification for on-campus student employees. Active + 5 years Destroy Human Resources
Index System - Faculty Cards or other reference list for all active and inactive faculty. Active + 5 years Historic Archives Human Resources
Job Description File - Classified Staff Master file of classified job descriptions. Retained for pay-range classification purposes. Active Destroy Human Resources
Job Descriptions No description, moved from administration Active + 10 years Destroy Human Resources
Job Descriptions No description 3 years Destroy Human Resources
Layoff File - Classified Staff File contains printouts, rosters, and correspondence documenting university or college layoffs. Pertinent employee data, date of hire, classification, department, and retention points (performance) are included. 5 years Destroy Human Resources
Leave Record - Classified Staff Forms used to document sick leave and vacation leave. Includes hiring date, longevity date, amount of sick leave and vacation leave accrued. 5 years Destroy Human Resources
Leave Record - Faculty Vacation and sick leave earned and used. Active + 5 years Destroy Human Resources
Licenses and Permits Any license or permit Active + 3 years Destroy Human Resources
Monthly Standardized Report Files - Classified Staff Periodic reports including designation by: active classified employee in alphabetical order; pay range; department listing; social security number for active employees; social security number for inactive employees; employees whose hourly wage is above a certain level. 1 year Destroy Human Resources
On-The-Job Training Records - Classified Staff Complete training records for individuals seeking classified positions. Includes V.A. approval, progress report, record of trainee-trainer, date started, hours worked, etc. Active + 3 years Destroy Human Resources
Organizational Charts No longer in Office of the President Indefinite Historic Archives Human Resources
Payroll Change Report - Classified Staff Bi-weekly listings of payroll adjustments processed through Personnel Services concerning full-time or part-time employee status, I.e., new employee, promotion, reclassification, leave of absence, lateral transfers, and removals. Report arranged by pay period. 4 years Destroy Human Resources
Payroll Deduction Authorizations All forms used to authorize deductions for charitable organizations, credit unions, union dues, U.S. Savings Bonds, etc. Active + 6 years Destroy Human Resources
Performance Evaluation Forms - Classified Staff File contains annual printouts and log books, with such information as name, Social Security Number, date of hire, classification, supervisory, mid- and end-probationary dates, and department, and university or college employee performance evaluations. 5 years Destroy Human Resources
Personnel Card File - Classified Staff File card coordinated to classified personnel files. Includes name, Social Security Number, status, classification, department, anniversary date, pay, resignation, date, sick leave, performance, etc. Active + 5 years Historic Archives Human Resources
Personnel File - Faculty Original faculty contracts and addenda, promotion and tenure documentation, original transcripts, hiring documentation, resumes, letters of recommendation, correspondence, teaching schedules, tax forms, sabbatical information, evaluation forms, promotion and tenure decisions. Includes part-time and adjunct faculty files. Active + 5 years Destroy. Review for administrative value. Human Resources
Personnel Files - Classified Staff Employment record maintained for full-time and part-time classified employees. Files may contain applications, copies of driver's license, Social Security card, birth certificate, payroll, leave or absence requests, letters of commendation and reprimand, transfer requests, leave forms, evaluations, reclassifications, certifications, promotions, step increases, longevity, employee's inspection of personnel file form, personnel card, etc. Active + 5 years Destroy. Review for administrative value. Human Resources
Personnel Files (Active & Inactive) - Contract Staff Employment record maintained for full-time and part-time university or college contract employees. Files can contain position descriptions, applications, letters of appointment or change, personnel data, notice of salary rate, copies of birth certificate, annual contracts, performance evaluations, previous state service forms, Social Security card, reclassification notices, letters of commendation or reprimand, publications, evidence of continuing education, transfers, leave of absence requests, payroll forms, vacation and sick leave reports, resignations, termination notices. Active + 5 years Destroy. Review for administrative value. Human Resources
Personnel Requisition for Classified Staff Departmental request placed whenever a position within the department becomes vacant. 3 years Destroy Human Resources
Position Description File - Faculty Description of current positions. Active Destroy Human Resources
Position Vacancy Announcement - Classified Staff Job descriptions for each university or college position posted. 3 years Destroy Human Resources
Promotion and Tenure File - Faculty Recommendations, evaluations, materials submitted for promotion or tenure. Tenure and promotion recommendations (approval or denial) and pertinent correspondence maintained in permanent personnel file. 5 years Historic Archives Human Resources
Public Employees Retirement System File - Contract Staff Includes copies of retirement applications documenting pertinent personal, spouse and beneficiary data. Working papers and correspondence are included. Indefinite Eperm Human Resources
Public Employees Retirement System Files - Classified Staff Includes copies of retirement applications documenting pertinent personal, spouse, and beneficiary data. Working papers and correspondence are included. Indefinite Eperm Human Resources
Public Employees Retirement System Log - Classified Staff Record of university or college classified employees and their date of retirement and address. Indefinite Eperm Human Resources
Public Employees Retirement System Log - Contract Staff Record of university or college employees, address and date of retirement. Indefinite Eperm Human Resources
Reclassification Files - Classified Staff Record of university or college employee reclassification with accompanying job audit reviews, audit appeals, position description questionnaires, correspondence and final decision documentation. 5 years Destroy Human Resources
Recruitment / Search Files - Contract Staff Contract staff search files. May contain position authorization forms, job descriptions, minutes , applicants' credentials, search chronologies, authorization to hire forms, correspondence. 3 years Destroy Human Resources
Search Committee Files - Faculty Records of individuals who applied or interviewed for positions for which a committee was formed. Files contain position authorization forms, job descriptions, search committee minutes, applicant credentials, correspondence, authorization to hire forms. 3 years Destroy Human Resources
Selection Criteria Form - Classified Staff Form providing an explanation as to why a person was or was not hired for a university or college position. 3 years Destroy Human Resources
Service Center Chargeback Documentation Reports and other records held by Service Centers detailing charges for services performed. Includes monthly billing reports, calculations for usage, copies of vouchers, bills, etc. 4 years Destroy Human Resources
Service Reports / Activity Reports - Faculty Records for the academic year and each term listing teaching and advisory assignments, research, administrative duties and public service. Data is included for full-time and part-time faculty and graduate assistants. Reports printed either alphabetically by name of faculty member or by department. Active + 5 years Destroy Human Resources
State Classification File - Classified Staff Lists of classification by pay range as directed by the State Department of Administrative Services. Active Destroy Human Resources
State Teachers Retirement System - Employees All records related to STRS Indefinite Eperm Human Resources
Student Time Reports Record of hours worked by student employees. 5 years Destroy Human Resources
Summer Contracts - Student Flyers for on- and off-campus employment opportunities. Active Destroy Human Resources
Summer Employment File - Classified Staff Record of employees with alternate summer job responsibilities usually in dining halls, union, health center, residence halls and custodial. 5 years Destroy Human Resources
Suspension File - Classified Staff Record of suspended university or college employees including name, classification, department, reason for suspension and duration of suspension, pertinent supporting documentation. 5 years Destroy Human Resources
Time Cards Record of time worked by employees. 5 years Destroy Human Resources
Tuition Remission Applications Record of tuition waivers for employees and dependents. 4 years Destroy Human Resources
Unemployment Compensation Files Consolidated file listing all employees (classified, contract and faculty) for whom an unemployment claim has been filed. This includes copies of claim forms, correspondence, costs for the institution and amount of unemployment compensation paid. Active + 6 years Destroy Human Resources
Unemployment Compensation Log Record of unemployment compensation cases. Active Destroy Human Resources
W-2 Forms Federal form reporting salaries, wages, and tips for each employee to the IRS. 6 years Destroy Human Resources
W-4 Forms Forms completed by employee showing federal tax withholding exemptions. Active + 6 years Destroy Human Resources
Wage and Fringe Benefit Surveys - Classified Staff Surveys conducted by the university or college with area organizations in an effort to acquire comparative data regarding wage and fringe benefit programs. 3 years Destroy Human Resources
Workers Compensation Payments Title self descriptive. 4 years Destroy Human Resources

- Northeastern Ohio Universities College of Medicine -
Records Retention (2004)