List of Schedules
| Schedule Number | Record Series |
|---|---|
| 110 | Employee Personnel Records |
| 120 | Staff Employment Search Records |
| 130 | Employee Benefit Records |
| 140 | Payroll Records |
| 150 | Affirmative Action Records |
| 160 | Time Tracking Records |
| 170 | Employment Eligibility Verification Form |
| 180 | Student Employment Records |
Warning
| Do not follow this records retention schedule to destroy records that are currently part of--or you are aware that they are going to be part of--any legal action or proceeding, litigation, audit, investigation, or review. For more information, see the Subpoenas for University Records Policy. |
Employee Personnel Records
110
These records may include, but are not limited to, job descriptions, correspondence, performance evaluations, and various personnel forms.
| Record Holder | Retention Period | Disposition | |
|---|---|---|---|
| Official Copy | Human Resources | Employee Separation + 6 Years | Confidential Destruction |
| Unofficial Copy | Departments and Offices | Employee Separation + 6 Years | Confidential Destruction |
Notes None
References M.G.L. ch.149 §52C
Approved Digital Collections and Archives
Effective Date 1998-03-01
Updated 2001-12-01, 2008-08-14
Staff Employment Search Records
120
These records document the process to fill non-faculty positions. These records may include, but are not limited to, applications, resumes, and letters of recommendation.
| Record Holder | Retention Period | Disposition | |
|---|---|---|---|
| Official Copy | Human Resources | Search Completed + 3 Years | Confidential Destruction |
| Unofficial Copy | Departments and Offices | Search Completed + 3 Years | Confidential Destruction |
Notes None
References M.G.L. ch.260 §5B; 29 CFR 1602.14; 29 CFR 1602.49; 29 CFR 1627.3
Approved Human Resources and Digital Collections and Archives
Effective Date 1998-03-01
Updated 1999-01-01, 2006-07-01, 2008-08-14, 2008-09-16
Employee Benefit Records
130
These records document employee benefits.
| Record Holder | Retention Period | Disposition | |
|---|---|---|---|
| Official Copy | Human Resources | Life of the Benefits + 6 Years | Confidential Destruction |
| Unofficial Copy | NA | NA | NA |
Notes None
References None
Approved Digital Collections and Archives
Effective Date 1998-03-01
Updated 2000-11-01, 2008-08-14
Payroll Records
140
This series includes garnishment accounting, garnishment orders, payroll checks, payroll history, payroll records, and payroll registers.
| Record Holder | Retention Period | Disposition | |
|---|---|---|---|
| Official Copy | Human Resources | 4 Years | Confidential Destruction |
| Unofficial Copy | Departments and Offices | 4 Years | Confidential Destruction |
Notes None
References 26 CFR 301.6501(a)-1
Approved Digital Collections and Archives
Effective Date 2001-04-01
Updated 2002-03-01, 2008-08-14, 2008-09-16
Affirmative Action Records
150
These records are used to create the Integrated Post Secondary Education Data System Survey. These records also include affirmative action hiring guidelines for faculty, managers, and administrators.
| Record Holder | Retention Period | Disposition | |
|---|---|---|---|
| Official Copy | Office of Equal Opportunity | 3 Years | Confidential Destruction |
| Unofficial Copy | Departments and Offices | 2 Years | Confidential Destruction |
Notes None
References 29 CFR 1602.48, 29 CFR 1602.49
Approved Digital Collections and Archives
Effective Date 2002-02-01
Updated 2002-03-01, 2008-08-14
Time Tracking Records
160
These records document student and staff hours worked. These records may include time cards, time sheets, and Peoplesoft timesheets submitted electronically.
| Record Holder | Retention Period | Disposition | |
|---|---|---|---|
| Official Copy | Human Resources | TBD | TBD |
| Unofficial Copy | Departments and Offices | 2 Years | Confidential Destruction |
Notes None
References M.G.L. ch.151 §15
Approved Digital Collections and Archives
Effective Date 1999-08-01
Updated 2002-03-01, 2008-08-14
Employment Eligibility Verification Forms
170
These records include I-9 Tax Forms and copies of identification documents.
| Record Holder | Retention Period | Disposition | |
|---|---|---|---|
| Official Copy | Human Resources | Employee Separation + 1 Year or 3 Years, whichever is longer | Confidential Destruction |
| Unofficial Copy | NA | NA | NA |
Notes None
References None
Approved Digital Collections and Archives
Effective Date 1998-03-01
Updated 2008-08-14
Student Employment Records
180
These records document student employee work histories. These records document work-study and/or regular departmental budgeted student employees. These records may include resumes, interview questionnaires and notes.
| Record Holder | Retention Period | Disposition | |
|---|---|---|---|
| Official Copy | Finance Division | 5 Years | Confidential Destruction |
| Unofficial Copy | Departments and Offices | Employ stops working in department or office + 2 Years | Confidential Destruction |
Notes None
References None
Approved Digital Collections and Archives
Effective Date 1998-07-01
Updated 2001-10-01, 2008-08-14
