Procedure03.04.010.e Maintenance of Files
The following guidelines shall govern the removal of materials from personnel files:
- The College reserves the right to permanently remove material that has been contained in the file for five (5) years or more and is no longer relevant to the employee or necessary for the administration of the College.
- Each employee has the right to request in writing that material filed for five (5) years prior to the request be removed permanently from his/her personnel file. Such material shall be removed by the College if it is determined that the record is no longer relevant to the employee or necessary for the administration of the College.
- Any material removed from the file shall be returned to the employee.
- Materials excluded from these guidelines shall include: employment data such as verification of job experience, transcripts of credits, records of certification necessary for initial salary placement and subsequent salary changes or adjustments, and confidential pre-employment credentials of an evaluative nature or other legally necessary documents.
It is the responsibility of each employee to see that employment data—application, verification of job experience if necessary, transcripts of credits, and other records of certification necessary for initial placement—is sent to the College for filing in the personnel folder.