Sec. 16-2-8h. Record retention schedule

Affirmative Action Plan

7 years or until superceded, whichever is later

Applications for employment (hired)

permanent employee file*

Applications for employment (not hired)

5 years

Arbitration folder (suggested arrangement by subject)

5 years

Certification and Exam request forms (form 8 and 9)

1 year after life of list

Certification of Eligibles

1 year after life of list

CETA

1 year after audit–Central CETA file kept by State Personnel

Correspondence relating to personnel action

3 years

Credit Union Deductions

until audited, or 3 years, whichever is later

Employee Health Benefit form after termination other than retirement

1 year after date of employee termination

Employee history cards

55 years after termination

Employee performance appraisals, including Managerial MIP

permanent employee file*

Employees' time sheets

until audited, or 3 years, whichever is later

Former employees' permanent files (terminated files)

55 years after termination

Inquiry regarding availability for appointment

5 years

Job Specifications

until superceded

Longevity Increases

until audited, or 3 years, whichever is later

Medical Certificates (P33)

permanent employee file*

Medical Forms/Options changes in medical coverage

permanent employee file*

Military Service

permanent employee file*

Monthly Personnel Status Reports (sent to OPM)

1 year

MPS exam and records

5 years or as prescribed by an inhouse plan, whichever is later -

Notice of Personnel Action (201)

permanent employee file*

Personnel Position Change (200)

3 years

Prior State Service

permanent employee file*

Record of Overtime Pay

until audited, or 3 years, whichever is later

Records of grievances

5 years

Records of recruitment for individual vacancies

5 years

Request for Temporary Service

1 year

Request for Temporary Service in Higher Class

permanent employee file*

Request for Transfer

varies depending on collective bargaining agreement

Resumes (not hired)

5 years

Retirement Forms including retirement application, refund of retirement money, etc.

permanent employee file*

Routine Correspondence

2 years

Salary Schedules

until superceded

Tuition Reimbursements

until audited, or 3 years, whichever is later

Unemployment slips (UC-61)

permanent employee file*

Waiver of Appointments

1 year after life of list

Workers' Compensation Records

permanent employee file*

* Fourteenth item entitled "Former employees' permanent files (terminated files)," specifies retention period for this record