HRM 01 EMPLOYEE FILE PERMANENT AND TERM RECORDS CLASSIFICATION PLAN AND RETENTION SCHEDULE

Transcription

1 HRM 01 EMPLOYEE FILE PERMANENT AND TERM RECORDS CLASSIFICATION PLAN AND RETENTION SCHEDULE URIMC Approved: May 12, 2016 URIMC Revised: November 4, 2016 and May 18, 2018 RIM Edits (consistency, typographical, updates, etc.): March 2, 2017 Contact the s and Information Management Program (Archives and Special Collections, University Library) for more information:

2 s Classification Plan and Schedule FUNCTIONAL GROUPING DESCRIPTION HRM 01 includes records that relate to individual permanent and term employees of the University and associated entities for which the University has full or partial responsibility for human resource functions. HRM 01 FUNCTIONS LIST 100 HR-Based Employee File 200 Unit-Based Employee of SO for each series is maintained by your area s Designated s Officer. OPR Office of Primary Responsibility. Contact your area s Designated s Officer retention period has been met. Contact your area s Designated s Officer before URIMC Revised: May 18,

3 s Classification Plan and Schedule FUNCTION 100 HR-BASED EMPLOYEE FILE FUNCTION DESCRIPTION These records include employment information, pay records, pension records, benefit records, performance management, training and development, grievances, discipline and separation records. Reasonable security arrangements will be made for records containing personal information in order to protect these records from unauthorized access, collection, use, disclosure or disposal. HRM Official Employee File Human Resources Official * HR HR Life of employee + 50 years N/A [Where date of death unknown, last date of employee s employment +100 years] of SO for each series is maintained by your area s Designated s Officer. OPR Office of Primary Responsibility. Contact your area s Designated s Officer retention period has been met. Contact your area s Designated s Officer before URIMC Revised: May 18,

4 s Classification Plan and Schedule FUNCTION 200 UNIT-BASED EMPLOYEE RECORD FUNCTION DESCRIPTION This function addresses records acquired and utilized by the unit within which an employee works and includes records relating to appointment, classification, performance, training and other themes relating to employment in that work unit. See HRM for official employee file retained by Human Resources. No actions can be taken on documents if they are not in the official file retained by Human Resources. Reasonable security arrangements will be made for records containing personal information in order to protect these records from unauthorized access, collection, use, disclosure or disposal. HRM Unit Employee s Includes records relating to appointment, classification, performance, relevant training, etc. Units cannot retain records relating to work capabilities and related medical documents as well as formal disciplinary letters beyond the sunset clauses in the collective agreements. of SO for each series is maintained by your area s Designated s Officer. OPR Office of Primary Responsibility. Contact your area s Designated s Officer Official * Various Various 7 years Unit Copy (Refer to the HR Unit beyond this retention period for a copy of the official record) It is the unit s responsibility to ensure that all records required for the official file in Human Resources are placed there during the regular course of activities, and always prior to disposition of the unit file. retention period has been met. Contact your area s Designated s Officer before URIMC Revised: May 18,

5 s Classification Plan and Schedule HRM Vacation and Leave Official * Various Various 2 years Includes vacation schedules, leave records, timecard oversight, etc. of SO for each series is maintained by your area s Designated s Officer. OPR Office of Primary Responsibility. Contact your area s Designated s Officer retention period has been met. Contact your area s Designated s Officer before URIMC Revised: May 18,