Personnel provides advice and assistance in the interpretation
and application of state and federal personnel laws, policies and procedures.
Personnel is also responsible for the overall management of employees and
volunteers of the city. Administration is responsible for the oversight of
employees and the policies used to ensure compliance with state, federal and
local employment practices.
(1)
Affirmative Action Records - Minimum Retention:
(a) Plans, updates and policy statements
retain permanently;
(b) All other
records retain 3 years.
(2) Comparable Worth Records - Minimum
retention:
(a) Final study or report, retain
permanently;
(b) All other records
retain 5 years.
(3)
Criminal Background Check Records - Minimum retention:
(a) Background check log retain until
superseded or obsolete;
(b) All
other records retain 90 days.
(4) Disciplinary Action Records - Minimum
retention:
(a) Investigations resulting in
disciplinary action or exoneration retain 3 years after resolution;
(b) Investigations resulting in termination
retain 10 years after employee separation.
(5) Employee Personnel Records - Minimum
retention: retain 6 years after separation.
(6) Employee Recognition/Wellness Program
Records - Minimum retention: 6 years.
(7) Employee Suggestion Award Records -
Minimum retention: retain 2 years.
(8) Employment Eligibility Verification Forms
(I-9) - Minimum retention: 3 years after date of hire or 1 year after employee
separation, whichever is longer.
(9) Equal Employment Opportunity (EEO)
Compliance Records - Minimum retention: 3 years.
(10) Grievance and Complaint Records -
Minimum retention: 3 years after final decision issued.
(11) Photo Identification Records - Minimum
retention: Retain until updated or employee separates.
(12) Recruitment and Selection Records -
Minimum retention: retain 3 years after position filled or recruitment
canceled.
(13) Unsolicited
Employment Applications and Resumes - Minimum retention: retain 3 months if not
returned to the solicitor.
(14)
Volunteer Program Records - Minimum retention: 4 years.
(15) Volunteer Worker Records - Minimum
retention: 4 years after separation.
(16) Wellness Program Records - Minimum
retention: 2 years
