Human Resources | Records Retention | BYU-Idaho

# Human Resources

This function pertains to matters associated with personnel, including employment, benefits, education and training, health and safety, and related activities over which an office has primary control.

Records related to providing employee benefits and calculating accrued benefits. Records may include pension and 401k program documentation, medical, dental, and optical benefit options, and life insurance. Records may include tuition reimbursement and moving expense allocation. 
 
Generally applies to the Human Resources office. Record copy held by the Human Resources office. 
 
Termination or Completion of Employment 
 
30 years 
 
Destroy

Records related to evaluating compensation for employees. Records may include salary surveys, cost of living data, earnings history, salary schedules, and bonuses. 
 
Generally applies to the Human Resources office. Record copy held by the Human Resources office. 
 
End of Calendar Year 
 
7 years 
 
Destroy

Records of the employee directory. 
 
Superseded 
 
Immediately 
 
Destroy

Education and training materials created by the Human Resources department to meet legal and regulatory compliance requirements. 
 
Generally applies to the Human Resources office. Record copy held by the Human Resources office. 
 
Superseded 
 
5 years 
 
Destroy

Records associated with maintaining an active employee's work file after hire. Records may include job description, application resume, letters of recommendation, references, pre-service evaluation, worthiness documents, background check, credit check, emergency contact, personal identification information, acknowledgments, personnel actions, performance evaluations, contracts, disciplinary notices, career tracking and compensation, professional development, training, certifications and maintenance of certifications, letters of complaint, corrective action documents, supervisor's notes, length of service, continuing faculty status, promotion, sabbatical and other leaves, and compensation documentation. 
 
Upon retirement, submit a copy of the vita or resume, photograph, and any publications to the Archives. Destroy remainder of the file according to retention listed. 
 
Termination or Completion of Employment 
 
7 years 
 
Destroy (see above for retirees)

Records associated with ensuring employee safety while at work. Records may include workplace monitoring records, hazardous materials exposure reports, audiometric testing reports, emergency procedures, and other reports related to employee safety in the workplace. Records may include video logs, security access records, incident reports, and security contingency plans. 
 
Superseded or Termination of Employment 
 
30 years 
 
Destroy

Records associated with documenting an employees eligibility to work in the United States. Records include immigration and Naturalization Service I-9 forms. 
 
Generally applies to the Human Resources office. Record copy held by the Human Resources office. 
 
Termination or Completion of Employment 
 
3 years 
 
Destroy

Records associated with maintaining an appropriate employer/employee relationship, protecting the rights of the university and the employee, documenting all legal agreements between parties, and litigating unresolved disputes. Records may include all employee related legal agreements and contracts; discrimination complaints, complaints against other employees, supervisors, or the corporation; and Records associated with internal investigations related to, or requested by, the employees with respect to harassment, discrimination, and/or retaliation claims. 
 
Termination or Completion of Employment 
 
7 years 
 
Destroy

Records related to maintaining needed medical information about employees. Records include important medical information about employees, interns, and volunteers. Access to these records is controlled and legal requirements are given in HIPAA. 
 
Termination or Completion of Employment 
 
7 years 
 
Destroy

Records associated with all aspects of recruiting a new employee. Records may include position description, advertising, background checks, resumes, letters of recommendation, candidate evaluation reports, candidate lists, interview questions and notes, and employment offers. 
 
Records from individuals who are hired will be transferred into the official employee file. 
 
Generally applies to the Human Resources office. Record copy held by the Human Resources office. 
 
Inactive 
 
2 years 
 
Destroy

Records associated with securing or protecting employees, facilities, real property, and equipment on campus. Records may include background checks, security surveys, training materials, and similar records. 
 
Generally applies to the Human Resources office. Record copy held by the Human Resources office. 
 
Inactive 
 
3 years 
 
Destroy