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UNIVERSITY ARCHIVES

 

Case Western Reserve University
Records Disposition Schedule

 

Do not destroy records that are part of - or you are aware that they will be part of - any legal action, audit, investigation, or review.

Staff Employment Records

Description Documents the process of hiring new employees, including
  • Position and salary grade approvals
  • Recruitment
  • Search Committees
  • Candidate interviews
  • Pre-employment requirements
Documents employee work history, including
  • Hiring, promotion, transfers, termination
  • Evaluation and compensation
  • Training and certification

Documents review of hiring processes for compliance with Affirmative Action/EEO requirements

Documents actual hours worked by employees and types and amounts of leave taken
Confidential Information Present Salary
Employee evaluations
Office of Record Human Resources
Payroll (See also Controller's Office Retention Schedule)
Other Offices Convenience copies maintained by other units should be destroyed by shredding or file wiping when no longer needed for administrative purposes. Convenience copies should be kept no longer than the periods specified for the Office of Record.

Recruitment Records: Keep 3 years after hire, then destroy. Destroy by shredding or file wiping if confidential information is present.

Note: Job descriptions, applications, credentials and related documents of the candidate hired should be transferred to the new employee’s employment file.
  • Staff Employment Requisitions
  • Job postings, announcements, advertisements
  • Candidate Logs, interview notes, candidate applications, resumes, letters of recommendation, test results
  • Related correspondence, including email
EEO Review Records: Keep 6 years after hire, then destroy. Destroy by shredding or file wiping if confidential information is present.
  • Affirmative Action Recruitment Strategy Checklists
  • Affirmative Action Approval for Candidates
  • Related correspondence, including email
Time and Attendance Records: Keep 5 years after fiscal year, then destroy. Destroy by shredding or file wiping if confidential information is present. This schedule does not apply to grant-related records.
  • Time sheets and cards
  • Attendance forms
  • Absence reports
  • Overtime authorization
  • Vacation and non-medical leaves of absence forms
  • Related correspondence, including email
Employment Records: Keep 6 years after separation, then destroy. Destroy by shredding or file wiping if confidential information is present.
  • Job applications, resumes, offer and acceptance documents
  • Letters of recommendation
  • Performance reviews
  • Job descriptions
  • Awards and commendations
  • Emergency contact information
  • Personal information (e.g., name changes)
  • Employment Eligibility Verification Form (I-9)
  • W-4 forms
  • Training requests, approvals, reports, certifications
  • Related correspondence, including email
Notes This schedule does not apply to key administrative staff, currently classified as salary grades 18 and above.
Effective Date December 2006
Revision Date not applicable

 

Do not destroy records that are part of - or you are aware that they will be part of - any legal action, audit, investigation, or review.