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Records Schedule: Employment Records

List of Schedules

Schedule Number Record Series
110 Staff Personnel Records
120 Staff Employment Search Records
140 Payroll Records
160 Time Tracking Records
180 Student Employee Personnel, Payroll, and Time Tracking Records

Warning

Do not follow this records retention schedule to destroy records that are currently part of–or you are aware that they are going to be part of–any legal action or proceeding, litigation, audit, investigation, or review. For more information, see the Subpoenas for University Records Policy.

Staff Personnel Records
110
These records document individual employee work histories. These records may include, but are not limited to, job descriptions, applications, CVs, correspondence, performance evaluations, personnel actions, performance evaluations, commendations, reprimands, and various personnel forms.

Record Holder Retention Period Disposition
Official Copy Human Resources At least Employee Separation + 6 years Confidential Destruction
Unofficial Copy Departments and Offices Identification Forms
Data confirmed in HR Service Center

Human Resources Personnel Forms
Employee separation

Department and Program Personnel Records
Employee separation + 6 years

See Notes for more details

Confidential Destruction

Notes
Identification Forms
This refers to direct deposit, I9, W4, copies of identification, and similar forms, but not timesheets. Confidentially destroy these records after confirming payroll data in the HR service center.

Human Resources Personnel Forms
This refers to personnel documents, such as PAFs and PAF worksheets, that have an official copy held by Human Resources. Confidentially destroy these records when the employee separates from the University.

Department and Program Personnel Records
This refers to employee records, such as performance reviews and correspondence, that do not have an official copy held by Human Resources. Confidentially destroy these records six years after the employee separates from the University (Employee separation + 6 years).

Medical-related material should not be stored within a staff member’s personnel file.

Faculty personnel records are addressed in 210 Faculty Personnel Records in the Faculty Records section of the General Records Retention Schedule.

References M.G.L. c. 149 § 52C; M.G.L. c. 260 §§ 2,5B; 8 CFR § 274.2; 29 CFR § 825.500, §1602, §1627; EEOC, Technical Assistance Manual: Title 1 of the ADA, section 6.5
Approved Digital Collections and Archives
Effective Date 1998-03-01
Updated 2001-12-01, 2008-08-14, 2011-08-02


Staff Employment Search Records
120
These records document the process to fill non-faculty positions. These records may include, but are not limited to, applications, resumes, and letters of recommendation.

Record Holder Retention Period Disposition
Official Copy Human Resources At least Search Completed + 6 Years Confidential Destruction
Unofficial Copy Departments and Offices Search Completed + 6 Years Confidential Destruction

Notes
Search committee chairs may collect search records from other members of the committee when the search closes. Records concerning the successful job candidate should become part of that person’s personnel file.
References M.G.L. c. 260 §§ 2, 5B; 15 USC § 1681P, 29 CFR § 1602, 1627
Approved Human Resources and Digital Collections and Archives
Effective Date 1998-03-01
Updated 1999-01-01, 2006-07-01, 2008-08-14, 2008-09-16, 2011-08-02


Payroll Records
140
This series includes garnishment accounting, garnishment orders, payroll checks, payroll history, payroll records, and payroll registers.

Record Holder Retention Period Disposition
Official Copy Human Resources At least 6 years Confidential Destruction
Unofficial Copy Departments and Offices 6 Years Confidential Destruction

Notes None
References M.G.L. c. 149, § 52C; M.G.L. 151, § 15; M.G.L. c. 260 §§ 2, 5B; 29 U.S.C. § 1027; 26 CFR §301.6501(a)-1; 29 CFR § 516, § 825.500, §1602, § 1620, §1627; 430 CMR §5.01; 830 CMR 62C.25.1
Approved Digital Collections and Archives
Effective Date 2001-04-01
Updated 2002-03-01, 2008-08-14, 2008-09-16, 2011-08-02


Time Tracking Records
160
These records document student and staff hours worked. These records may include time cards, time sheets, and Peoplesoft timesheets submitted electronically.

Record Holder Retention Period Disposition
Official Copy Human Resources At least 6 Years Confidential Destruction
Unofficial Copy Departments and Offices 6 Years Confidential Destruction

Notes None
References M.G.L. c. 149 § 52C; M.G.L. 151, § 15; M.G.L. c. 260 §§ 2, 5B; 26 CFR §301.6501(a)-1; 29 CFR §1602, §1620, §1627
Approved Digital Collections and Archives
Effective Date 1999-08-01
Updated 2002-03-01, 2008-08-14, 2011-08-02


Student Employee Personnel, Payroll, and Time Tracking Records
180
These records document student employee time tracking and payroll activities and work histories. These records document work-study and/or regular departmental budgeted student employees. Records may include, but are not limited to, time sheets, resumes, interview notes, and correspondence.

Record Holder Retention Period Disposition
Official Copy Human Resources Treat student employee personnel, payroll, and time tracking records as staff personnel, payroll, and time tracking records respectively. See Retention Period note
Unofficial Copy Departments and Offices Treat student employee personnel, payroll, and time tracking records as staff personnel, payroll, and time tracking records respectively. See Retention Period note

Notes None
References None
Approved Digital Collections and Archives
Effective Date 1998-07-01
Updated 2001-10-01, 2008-08-14, 2011-08-02