46 Pa. Code § 15.55 - Personnel records
Personnel records shall be maintained as follows:
(1)
Administrative organizational
charts. Retain one copy permanently if not included with minutes.
Retain duplicate copies as long as of administrative value.
(2)
Applications for employment-not
hired. Retain these records 2 years.
(3)
Civil service commission
records. Retain as follows:
(i)
Appeals/removal files. Retain these records 5 years after
expiration of all appeal periods.
(ii)
Eligibility lists.
Retain these records 5 years after list expires.
(iii)
Merit system examination
records and answer sheets. Retain these records 5 years.
(iv)
Recommendations of applicants
for appointments. Retain these records 5 years.
(4)
Emergency information
sheets. Retain most recent update for tenure of employe.
(5)
Employe card files or record
books. Retain these records permanently.
(6)
Employe health insurance claim
files. Retain these records 5 years after settlement of
claim.
(7)
Equal employment
opportunity records.
(i)
Compliance reports and related records. Retain these records 3
years.
(ii)
Official
discrimination complaint case files. Retain these records 4 years
after resolution of case.
(8)
Individual employe medical
records. Retain these records the same length of time as individual
employe personnel records. If the employe has been exposed to toxic substances
or harmful physical agents in the work place, retain these records at least 30
years after termination of employment and comply with appropriate Occupational
Safety and Health Standards issued by the United States Department of Labor (29
CFR Chapter 17 (relating to intergovernmental review of Department of Labor
programs and activities). See §
13.53(16) and (23) (relating to
administrative and legal records).
(9)
Individual employe personnel
records. These records include applications for employment,
commendations, correspondence, health insurance membership applications,
letters of resignation, life insurance applications, performance evaluations,
personnel change forms, personnel history card, photo identification records,
references, resume, retirement membership applications, salary review forms,
separation report, training records and vacation and sick leave reports.
(i)
Employes who separate with
post-termination benefits. Retain these records 50 years after
termination of employment. If all benefits are paid prior to expiration of the
50-year period, retain records 3 years after all benefits have been paid. If
applicable, comply with union rules relating to certain types of personnel
records such as evaluations and reprimands.
(ii)
Employes who separate without
post-termination benefits. Retain these records 5 years after
termination of employment. If applicable, comply with union rules relating to
certain types of personnel records such as evaluations and
reprimands.
(10)
Job announcements. Retain these records 2 years after position
has been filled.
(11)
Job
descriptions. Retain these records current plus one prior
revision.
(12)
Labor
negotiations files. Retain these records 5 years after expiration of
contract.
(13)
Union
grievances. Retain these records 3 years after final
resolution.
(14)
Worker's
compensation records. Retain these records 4 years after the signing
of final settlement receipt, or 4 years after death of recipient.
Notes
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