STAFF
Departmental Files are kept in the department until five years after the employee has left the department.
Follow the procedures below for staff documents.
Has it been five years since the employee left the department?
1. YES
a. SCAN the following paper documents:
i. Original performance evaluations not housed in the system (such as Success Factors).
ii. Commendations.
iii. Written corrective action.
iv. Signed agreements or acknowledgements (“wet signature”).
b. SAVE AS each document with Employee Name and Employee’s Last Four of the SSN (if known – if not, same as Employee Name and Department). c. EMAIL the scanned files to employeerecords@uky.edu
i. SUBJECT LINE: Departmental File Retention
ii. Be aware of the size limits for email.
1. May need to email a few documents at a time.
2. If you’ve worked with them before, then Zipped files may work for large numbers of documents.
d. PLACE each paper document in the locked, confidential recycle bin after scanning is complete.
2. NO
a. RETAIN documents, with access limited to authorized personnel.
i. Example: locked filing cabinet with a key.
b. STORE paper departmental files in a safe place until five years after the person has left the department.
c. MAINTAIN by year of separation from the department (for ease of disposition at the end of five years).
d. Once five years of separation has been reached, follow the procedures shown above. Questions about disposition of staff files? Send an email to employeerecords@uky.edu with subject line: Question Departmental File Retention.
FACULTY
Has it been five years since the faculty member left the department?
1. YES
a. SCAN the following paper documents:
i. CVs
ii. Personal Statements
e. SAVE AS each document with Faculty Name and Faculty’s Last Four of the SSN (if known – if not, same as Faculty Name and Department). b. EMAIL the scanned files to Ginny Daley, UK Records Manager, ginny.daley@uky.edu
i. Be aware of the size limits for email.
ii. May need to email a few documents at a time.
c. PLACE each paper document in the locked, confidential recycle bin after scanning is complete.
2. NO
a. RETAIN documents, with access limited to authorized personnel.
i. Example: locked filing cabinet with a key.
b. STORE paper departmental files in a safe place until five years after the person has left the department.
c. MAINTAIN by year of separation from the department (for ease of disposition at the end of five years).
d. Once five years of separation has been reached, follow the procedures shown above. Questions about disposition of Faculty files? Send an email to ginny.daley@uky.edu