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R04.01.060.G “A unit or department may maintain files containing whatever information is needed for efficient and convenient operation; however, these files are not official personnel files.”
UA Human Resources does not require departments to keep employee records. However, departments will often keep copies of job forms, contract/appointment letters, memos, performance evaluations, etc. for the convenience of business and for HR Coordinators and supervisors to operate efficiently in their roles. These files should always be kept in a secure manner.
If an HR Coordinator is maintaining such department files, they should keep these records for one year post-termination or separation from the unit.
Departments should not retain documents containing a social security number or medical information. UA HR recommends that after submitting this type of paperwork to Human Resources, departments maintain submitted documents until receiving confirmation that the request has been processed. At that time, the documents can be shredded.
Recruitment records are official records that must be retained according to the University of Alaska records retention schedule. Please refer to the Screening Document Storage and Retention Guide for additional details to ensure your department complies with these record retention procedures.
Need additional help or have questions?
Please contact ua-hr@alaska.edu for additional assistance.
To contact other UA HR teams, please visit our Contact Us page at https://alaska.edu/hr/contact.php.