Employee Services [RESERVED]
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1 Employee Services CLAIMS: B. Description: Records related to employee benefit claims. [ NMAC - N, 10/01/2015] ENROLLMENT - BENEFITS: B. Description: Records related to employee enrollment in government benefit plans. C. Retention: destroy five years from termination of coverage [ NMAC - N, 10/01/2015] PLANS: B. Description: Records related to benefit plans and statements. C. Retention: destroy 10 years from date file closed [ NMAC - N, 10/01/2015] [RESERVED] EMPLOYMENT SCREENING: B. Description: Records related to pre-employment screening. C. Retention: destroy five years from date file created [ NMAC - N, 10/01/2015] LABOR RELATIONS: B. Description: Records related to labor relations. [ NMAC - N, 10/01/2015] PROGRAMS - EMPLOYER AND LABOR SERVICES: B. Description: Records related to programs for labor and employer services not identified in other classifications. [ NMAC - N, 10/01/2015] [RESERVED] DEDUCTIONS AND GARNISHMENTS: B. Description: Records related to deduction and garnishments from employee paychecks. C. Retention: destroy three years from the close of the fiscal year in which created [ NMAC - N, 10/01/2015] PAYROLL REGISTERS: B. Description: Payroll registers. C. Retention: destroy 50 years from date file created [ NMAC - N, 10/01/2015] REPORTS - PAYROLL: B. Description: Reports for payroll. C. Retention: destroy three years from the close of the fiscal year in which created [ NMAC - N, 10/01/2015]
2 TAXES - PAYROLL: B. Description: Records related to payroll taxes for employees including, but not limited to, withholding, remittances, filings and returns. C. Retention: destroy 10 years from close of calendar year in which created [ NMAC - N, 10/01/2015] [RESERVED] AWARDS - PERSONNEL MANAGEMENT: B. Description: Records related to programs that award and recognize employee contributions to improvements in service, operations and the work environment. [ NMAC - N, 10/01/2015] ADVERSE ACTION AND REDUCTION IN FORCE: B. Description: Records related to adverse action and reduction in force. C. Retention: destroy 30 years from date file closed [ NMAC - N, 10/01/2015; A, 11/30/2015] CERTIFICATIONS: B. Description: Employee certifications. [ NMAC - N, 10/01/2015] DRUG AND ALCOHOL TESTING: B. Description: Records related to drug and alcohol testing of employees. [ NMAC - N, 10/01/2015] EMPLOYEE MEDICAL RECORDS: B. Description: Records related to employee medical records excluding cases of hazardous material exposure. [ NMAC - N, 10/01/2015] EMPLOYEE MEDICAL RECORDS - HAZARDOUS MATERIALS: B. Description: Records related to employee medical records specific to cases of hazardous material exposure. C. Retention: destroy 30 years from date of separation from employment [ NMAC - N, 10/01/2015] EMPLOYMENT DISCLOSURE: B. Description: Records related to the disclosure of secondary employment. C. Retention: destroy one year from close of calendar year in which created [ NMAC - N, 10/01/2015] EMPLOYMENT ELIGIBILITY VERIFICATION (I-9): B. Description: Records related to employment eligibility verification form I-9. [ NMAC - N, 10/01/2015] EVALUATIONS - PERFORMANCE: B. Description: Performance evaluations and related records.
3 [ NMAC - N, 10/01/2015] GRIEVANCES AND INVESTIGATIONS: B. Description: Records related to filing of grievances and investigations related to employees. [ NMAC - N, 10/01/2015] LEAVE RECORDS: B. Description: Employee leave records and related records. C. Retention: destroy one year from close of fiscal year in which created [ NMAC - N, 10/01/2015] MILITARY FILES: B. Description: Records related to military service. C. Retention: permanent, transfer to archives 62 years from date file closed [ NMAC - N, 10/01/2015] PERSONNEL FILES - CONTRIBUTING: B. Description: Records related to an individual government employee who contributes to a retirement plan, does not include medical files. C. Retention: destroy 50 years from date file created [ NMAC - N, 10/01/2015] PERSONNEL FILES - NON-CONTRIBUTING: B. Description: Records related to a temporary individual government employee who does not contribute to a retirement plan, does not include medical files. C. Retention: destroy three years from the date file closed [ NMAC - N, 10/01/2015] TIME AND ATTENDANCE: B. Description: Records related to reporting and approving employee attendance. C. Retention: destroy one year from the close of the fiscal year in which file closed [ NMAC - N, 10/01/2015] VOLUNTEER FILES: B. Description: Records related to volunteers. [ NMAC - N, 10/01/2015] [RESERVED] CONTRIBUTIONS: B. Description: Records related to employee contributions to retirement or pension funds. C. Retention: destroy 65 years from date file created [ NMAC - N, 10/01/2015; A, 11/30/2015] MEMBER FILES - BENEFITS EXHAUSTED: B. Description: Record related to membership in retirement funds and plans for retired employees. [ NMAC - N, 10/01/2015; A, 11/30/2015] MEMBER FILES - OTHER:
4 B. Description: Record related to membership in retirement funds and plans for former employees who are not eligible for retirement benefits. C. Retention: destroy 65 years from date file closed [ NMAC - N, 10/01/2015; A, 11/30/2015] [RESERVED] RECRUITMENT: A. Category: Employee services - staffing and recruiting B. Description: Records related to recruitment of employees. [ NMAC - N, 10/01/2015] POSITIONS AND CLASSIFICATIONS: A. Category: Employee services - staffing and recruiting B. Description: Records related to preparation of job descriptions and position classifications. [ NMAC - N, 10/01/2015] [RESERVED] COURSE MANAGEMENT: B. Description: Records related to management of courses not identified in other classifications. [ NMAC - N, 10/01/2015] EMPLOYEE TRAINING FILES: B. Description: Records related to employee s training history. C. Retention: three years after date of separation from employment [ NMAC - N, 10/01/2015] INSTRUCTOR MANAGEMENT: B. Description: Records related to the management of training instructors. [ NMAC - N, 10/01/2015] TRAINING MATERIALS: B. Description: Records related to training and course materials not identified in other classifications. [ NMAC - N, 10/01/2015] [RESERVED] CLAIMS: B. Description: Records related to workers' compensation and unemployment claims. [ NMAC - N, 10/01/2015] EMPLOYER ACCOUNT FILES: B. Description: Records related to employer accounts of workers' compensation and unemployment. C. Retention: destroy four years from close of calendar year in which file closed [ NMAC - N, 10/01/2015] REPORTS - INJURIES: B. Description: Records related to reports of injuries resulting in no action or claim.
5 C. Retention: destroy two years from date file created [ NMAC - N, 10/01/2015] UNDERWRITING: B. Description: Records related to underwriting for workers' compensation and unemployment policies. C. Retention: destroy 10 years from date file closed [ NMAC - N, 10/01/2015] WCA ACCIDENT REPORTING: B. Description: Records related to workers' compensation administration accident reporting. C. Retention: destroy 60 years from date file closed [ NMAC - N, 10/01/2015] [RESERVED]
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