Each record must come to an end. No need to compile stacks of documents after they have reached their retention period, just remember to dispose of the documents per its category instructions.
Retention schedule describes the minimum amount of time a type of record should be retained by the institution. These retention schedules are constantly updated as we learn about new records created and received by the University.
It is a form of records management that supports university functions such as recordkeeping practices and meeting legal retention requirements. Other reasons to consider is that some records have long-term value and are expected to remain with the University indefinitely.
In other words, a retention schedule helps UF Departments decide which documents must remain, and what documents can be disposed, and when. Retention Schedule guidelines provides consistency and clarity among the University.
The University of Florida uses two different types of retention schedules:
The General Records Schedule have been grouped by following topical subjects:
Please note that below are retention schedules most commonly related to Employment Operations & Records. Remember to review the full description in General Records – University of Florida PDF
Schedule Identifier: GS1-SL #116
Retention Period: 3 fiscal years
This record series consists of requests or applications for vacation, sick, family medical leave act (FMLA), and other types of leave including leaves of absences; time sheets or time cards along with any required documentation (medical statements or excuses from a physician, jury duty summons, or military orders, etc.) submitted by an employee to document authorized absences; reports of leave hours used and accrued during a pay period; and reports of leave balances for all agency employees. NOTE: Use PAYROLL RECORDS: SUPPORTING DOCUMENTS if the records are used at least in part to determine or verify pay or benefits.
Schedule Identifier: GS1-SL #24
Retention Period: 4 anniversary years after personnel action provided any pending litigation is resolved.
All records that document the selection process and justify the selection decision, including job opportunity announcement and recruitment efforts, position description, applications and resumes for employment, list of eligible candidates, further description in General Records Schedule.
Schedule Identifier: GS1-SL #420
Retention Period: 3 anniversary years after the date of hire or 1 anniversary year after individuals’ employment is terminated, whichever is later
All Employment Eligibility Verification Forms (I-9) that contain information used by employers to verify the identity and employment authorization.
Schedule Identifier: #4
Retention Period: 5 years after termination provided no litigation is pending
A copy maintained at the departmental level for full-time staff and faculty. Must contact Human Resource Services to receive authorization and reassure official records are stored appropriately.
Schedule Identifier: GS1-SL #139
Retention Period: 4 anniversary years after personnel action, provided any litigation is resolved, or 4 anniversary years after expiration of the request period if no vacancy occurs prior to expiration.
Documents employee requests for transfer or promotion within the agency. May include requests for promotion or transfer, copies of employment applications, any promotional level tests, and the tests results. See also EMPLOYMENT APPLICATION AND SELECTION RECORDS, STAFF ADMINISTRATION RECORDS, and PERSONNEL RECORDS.
Schedule Identifier: GS1-SL #371
Retention Period: Retain until obsolete, superseded, or administrative value is lost
Records of documentation maintained in program offices, often by supervisors or program manager. Records may include copies of position descriptions, performance plans, performance and disciplinary documentation, leave request, emergency contact information, and other documents filed in the agency’s personnel file. These files are NOT Personnel Files or duplicates, although some documents officially files in the Personnel File might be duplicated. See also Disciplinary Case Files: Employees, Personnel Records.
These are records that may be transferred to the custody of the University Archives if they have been labeled as “permanent” or having “archival value” by the records retention schedule. More information can be found at Transfer to University Archives.
Corresponding forms and instructions on how dispose documents are available at Disposal of Records.
UF George A. Smathers Libraries
Phone: 352-273-2678
Email: lib-recordmanagement@uflib.ufl.edu
For more information please visit the Records Management website