Feb 28, 2024  
DMACC Policies and Procedures 
    
DMACC Policies and Procedures
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HR3222 - Retention of Records


Procedure

Section: HUMAN RESOURCES PROCEDURES

SubSection: GENERAL INFORMATION

Master List Section: Human Resources

  1. Institutional Regulations

    Personnel and payroll documents shall be retained as required for state or federal regulations, auditing purposes, or internal research needs. The documents shall be stored in a manner allowing for safekeeping and availability.
     
  2. Procedures
    1. Source documents shall be retained in a paper or electronic form for a minimum period as indicated:
      1. Employee Personnel Files - 60 years following separation
      2. Confidential Employee Medical Records - 60 years following separation
      3. Retirement claims - 60 years following separation
      4. Recruitment files including applications - 3 years
      5. Benefit plan descriptions - 6 years after expiration
      6. Enrollments for direct deposit - As long as current
      7. Health insurance payments and claims - 3 years
      8. Supporting payroll documentation - 5 years
      9. Payroll Journals - 60 years
      10. Forms W-2, W-3, W-4, 1096, 1099 - 5 years
      11. I-9s - 3 years after date of hire or 1 year after date employment ends, whichever is later
      12. Garnishment records - 3 years beyond closure
      13. Quarterly state and federal reports - 5 years
      14. Unemployment claims - 5 years
      15. Worker’s Compensation Reports - 5 years after final payment. If case may result in future claims, 60 years
      16. OSHA Reports - 5 years
      17. IPEDS and MIS Reports - 4 years
      18. Drug and Alcohol Testing Records - Per federal regulations
      19. Blood Borne Pathogens Exposure Records - Per federal regulations
      20. EEO/AA Plans - As long as current
      21. Association Master Contracts - Permanently
      22. Negotiation records - As long as administratively useful
      23. Human Resources Procedures - Permanently
      24. Job Descriptions - 10 years
      25. General correspondence - 3 years
      26. Legal Claims/Investigations - 60 years
      27. Adjunct Appointment Letters - 10 years following separation
      28. HIPAA related records - 6 years
    2. Upon expiration of the retention time period, confidential records shall be destroyed in a manner which will ensure confidentiality of the records.


Cross Reference:
Policy HR409 - Employee Records 

Adopted: November 1, 2007
Reviewed: Annually

Revised:
November 1, 2008

November 1, 2010

November 1, 2012

October 1, 2014

February 1, 2016

February 21, 2017

September 1, 2020



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