Guidance for Department Retention of Employee Records

UA Human Resources does not require departments to keep employee records. If your department would like to keep employee files, the file can contain the following records:  

  • Job forms
  • Preliminary and/or intermediate interview screening documents 
  • Memos
  • Scoring documents
  • Appointment letters
  • Training certificates
  • Performance evaluations

If you are keeping employee files, it's recommended to maintain these records for 3-5 years. 

Do not keep the following:

  • Anything with a social security number
  • Medical information
  • Completed FML forms

Our recommendation after submitting paperwork in NextGen is to at least keep it until a confirmation email is received from the HR technician that it has been entered before shredding the documents.

Need additional help or have questions?

Please contact for additional assistance.  

To contact other UA HR teams, please visit our Contact Us page at



Article ID: 915
Wed 6/15/22 8:46 AM
Mon 1/22/24 5:24 PM