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Department Record Retention

Listed below is our recommendation on the retention of departmental personnel/payroll related records.

Departmental Leave Form: This is documentation of sick, vacation and other types of leaves submitted by the employee to document an authorized absence. The on-line Time and Attendance is the “official” record for the College. This information, even when archived will be retrievable if needed. The Department Leave Form signed by the employee should be retained by the department for a minimum of two (2) years from the date of the leave.

Departmental Personnel File: This record might contain copies of documents forwarded to the Human Resources Office for the official Personnel File. The documents located in this file are NOT the official file or record copy but is maintained for the convenience of the department for the purpose of carrying out their duties. The recommended retention for these files is two years after the employee has terminated their employment with the College. No documents can be added to the official personnel file after the employee terminates from the College.

Please remember that all documents with information such as social security numbers, addresses, telephone numbers, etc., should be shredded before disposing of the documents.

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