CIL

Administrative Memorandum No. 10-11

November 1992

Revised: July 1998, August 2000, Feb. 2001

General Office Section

Agency Record Retention

Purpose:To ensure that the agency has the records it needs to prove accountability to the CIL Board of Directors and all the groups, agencies, and funding sources that monitor the CIL’s activities and services.

The attached sheet is a list of record retention schedules to be used at the CIL.

______

Executive Director

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Attachment A

Retention of Personnel Records

Type or Record / Duration
Application for employment / Permanent

Offer Letters

/ Permanent
Records of all changes in salary and position since date of hire / Permanent
Forms signed by employees to secure benefits and forms reflecting changes in beneficiary and in coverage / 7 years, permanent for pension records
Attendance Records / Three years
Performance Evaluations / Permanent
Forms signed by employees expressing their adherence to employers policies / Permanent
Awards to employees / Permanent
Letters complementing employees performance / Five years
Disciplinary actions / Five years
Record of employers - Property issued to employees / Duration of employment
Records of Training, including injury and illness prevention program training, provided to employee / Permanent
Verification of employees reference / Three years
Verification of employment provided to subsequent prospective employer / Three years following termination
Requests for transfer / Five years
Records of leave of absence taken / Five years
Wage/Garnishment notices / Six years
Notices of Union membership dues check off / Permanent
Education records / Permanent
Record of termination and reasons therefore / Permanent

Summary of Record-Keeping and Retention Requirements

Records / Retention Requirements
Records of employee exposure to hazards such as toxic chemicals, high levels of noise, airborne contaminants or blood borne pathogens / Keep for a minimum of 30 years after termination of employment
State income tax records / Keep for a minimum of 6 years
ERISA records / Some records must be kept for a minimum of 6 years, some records must be kept indefinitely
The log 200 and annual summaries of occupational injuries and illnesses / Keep for a minimum of 5 years
A claim file for each work-injury claim, including those claims which were denied / All open claims files shall be kept and maintained for a period of 5 years from the date of injury or date on which compensation benefits were last provided, whichever is later. Closed claim files may be microfilmed for storage, but the original paper files must be maintained for at least 2 years after the claim has been closed. All claim files must be kept no less than 5 years from date of injury.
A claim log of all work-injury claims / Keep for a minimum of 5 years
Backup documentation for any report filed with the Secretary of Labor under the Labor Management Reporting and Disclosure Act / Keep for a minimum of 5 years
Employee’s W-4 (with holding exemption certification) / Keep for as long as it is in effect plus 4 years
Social Security and Medicare record / Keep for a minimum of 4 years after the date the tax is due or paid, whichever is later
Any information necessary to enable the employer to determine an employee’s total remuneration in each week
Payroll records / Keep for a minimum of 3 years
Federal income tax records / Keep for a minimum of 3 years, but in some instances, up to 15 years
Records relating to compliance with the federal Family and Medical Leave act, including records of leave taken, employer policies, relating to leave, and notices and other communications relating to the taking of leave / Keep for a minimum of 3 years similar records under the State of _____ Family Rights Act must be kept for2 years
INS form I-9 / Keep for a minimum of 3 years, or for one year after termination of employment, whichever is longer
Records relating to the administration of a polygraph examination / Keep for a minimum of 3 years following the date the examination is administered
Employee Notices / Keep for a minimum of 3 years
Retirement, pension and insurance plans, trusts, and collective bargaining agreements / Keep for a minimum of 3 years
Sales and purchase records / Keep for a minimum of 3 years
Wage and hour records for migrant and seasonal agricultural workers / Keep for a minimum of 3 years
Contractors Subject to the Service Contract Act and the Davis-Beacon Act / Keep for a minimum of 3 years
All wage and hour records / Keep for a minimum of 3 years
Contractors subject to the Walsh- Healy Act / Keep for a minimum of 3 years
Wage and hour records for covered employees and other records for employees under 19 years of age / Keep for a minimum of 3 years
Contractors subject to the Walsh- Healy Act / Keep for a minimum of 2 years
Work-time schedule and other records / Keep for a minimum of 2 years
Permits or certificates relating to employment of minors
Records needed for preparation of the State Employer Information Reports / Keep for a minimum of 2 years from the date the CEIR is prepared
Personnel or employment records having to do with: Hiring, Promotion, Demotion, Selection for training, Transfer, Lay-off or termination / Keep for a minimum of 2 years
This includes, but is not limited to: Job advertisements, Job applications, Job descriptions, Test papers, Physical examinations, Seniority and merit systems / The following:
Affirmative action records required by the Office of Federal Contract Compliance Programs / Keep for a minimum of 1 year
Records of gratuities received by employer / Retention period not specified
Every contractor or subcontractor performing a public works project must keep an accurate record showing the name, address, social security number, work classification, straight time and overtime hours worked each day and week, and the actual per diem wages paid to each journeyman, apprentice, worker, or employee employed in connection with the project

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