Personnel Records

Records that document an employee's work history at Emory and includes routine evaluative materials and non-evaluative information such as job title, full-time equivalency (FTE) or appointment percentage, dates of employment, salary, employing department, education and employment background. Records may include employment applications which may include skill code sheets; resumes; selected memos such as agreement or request for position change, merit increase requests and notices, request for re-employment (letter of hire), resignation letters from employees, and termination letters from employer; commendations; recommendations; reprimands; work plans; records documenting personnel actions; personnel performance evaluations; pay/budget action records; leave records; time and attendance records; designation of beneficiary records; union dues information; resumes; layoff notices; awards; licenses and certificates; college credit information; employee Social Security number disclosure records; home address/telephone disclosure authorizations and correspondence; and other related records. Records contain confidential information such as social security number, birth date, and marital status therefore information must have security measures in placed to protect information. 

Category

Human Resources

Maintainer

Human Resources

Retention Period

Retain for seven years after termination of employment then dispose of.

Disposition Instructions

Confidential destruction is required. Paper must be shredded, pulped, or incinerated; electronic records must be overwritten or the storage media physically destroyed. Deletion of information in computer files or on electronic storage media is not sufficient.

Last Updated: December 31, 2008