Posts Tagged ‘personnel records’

April 2010 Newsletter

April 16, 2010

Personnel and Payroll Record Retention Update

You may recall from February’s newsletter that discussions were being held regarding a change to the retention period for Personnel and Payroll Records.  The Office of the General Counsel and I have discussed these changes with Human Resources, Academic Affairs, and Payroll.  As detailed earlier in the DePaul Records Management blog, the retention period for most personnel and payroll related records has been updated from 3 years from the date of termination to 6 years from the date of termination.  Please see the blog post for more detailed information as to which Records Groups this affects.  Not all of these Records Groups may pertain to you.  However, if you are in Human Resources, Academic Affairs, Payroll, or any other department that keeps staff, faculty or student personnel files, including official employment applications, then you are affected by this new retention period.  If you are one of the departments listed and you have not yet been contacted directly by me or by the Office of the General Counsel regarding this change, you will be soon.

In the mean time, please adjust any practices that may have been based on the prior 3 year retention period.  If you  have any questions or concerns regarding this change, please contact me.

Records Coordinator Appreciation Breakfast

I also want to say thank you to everyone who attended the breakfast.  Over 20 of you enjoyed food, goodie bags, and learning some tips and tricks for dealing with an overflowing Outlook Inbox.  Regardless of whether or not you were able to attend, if you’re interested in  having me present this or any other records management information to your department, don’t hesitate to ask.  I’m always willing to take my show on the road.

In addition, if you are not currently listed as your department’s Records Coordinator and you think you should be, contact me.  You don’t want to miss out on next year’s breakfast!

Shredding Statistics

Below are the shredding totals for the month of March 2010.  In addition, Procurement has been keeping track of the total amount of paper shredded and recycled since we started using R4 Services in June 2009.  For complete statistics, check out their website.

Pounds Collected from Executive Consoles

1,497

Pounds Collected from 95-gallon bins

1,112

Pounds Collected from Boxes

760

Total Pounds Collected

3,369

Tons Recycled After Shredding

1.68

Environmental Savings

29 Trees

11,792 Gallons of Water

312 Gallons of Gas

101 Pounds of Air Pollution

5.56 Cubic Yards of Landfill Space

6,906 Kilowatt Hours of Energy

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Personnel Related Files – Retention Update

March 16, 2010

As mentioned previously in the February 2010 Newsletter, a change in the law has necessitated a change in the retention period for records concerning the name, address, and occupation of each employee, the wages paid to each employee, as well as records that support or justify pay grades, increases, or decreases.

Originally this retention period was going to be changed from 3 years post-termination to 5 years.  However, after further discussion the retention period is being changed to 6 years from termination date.

What records does this affect?   The following list includes all the Record Group Numbers that have been updated with this new retention period.

This list includes both records directly affected by the law changes (payroll records and supporting documents related to compensation), as well as other records that we believe are typically stored alongside the affected records. In the case of the latter, we’ve changed the retention period for these records to 6 years simply for the sake of convenience.

Affected Records Groups

3.1          Applications and reasoning for hire/non-hire

3.2          Employee discipline records

3.5          Test results required for application/hire

3.6          Physical exam results required for application/hire

3.7          Affirmative Action Plan and supplementary documents

3.9          PT/Adjunct Faculty personnel files

3.12        FT Faculty personnel files

3.13        Tenure packet

3.14        Faculty applications and documentation related to hire/non-hire

3.15        Annual/peer reviews

3.17        Employee benefits records

3.20        Leave of absence records

3.21        Employee occupation, rate of pay, pay tables, etc.

3.22        Employee timesheets

3.23        Vacation/personal day log

3.24        Additions to and deductions from wages + explanation

3.25        Payroll calendar

3.31        Federal W-4

3.32        State W-4

3.34        Wage garnishments

3.39        Name change authorization

3.41        Personnel file documents held by department – unique from information  sent to HR

3.42        Union time cards edited 4/14/10

3.43        OIDE investigation records – complaint related to a person

3.44        OIDE investigation records – complaint related to a policy/process

Not all of these Records Groups may pertain to you.  However, if you are in Human Resources, Academic Affairs, Payroll, Office of Institutional Diversity and Equity, Facility Operations, or any department that keeps staff, faculty or student personnel files including employment applications then you are affected by this new retention period.

Please adjust any practices that may have been based on the prior 3 year retention period.  If you  have any questions or concerns regarding this change, please contact us at recordsmanagement@depaul.edu.