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Human Resources Records Retention ScheduleCodeTitleHRS 00100 Applicant Data - GeneralApplicant Data - BackgroundHRS 00200 ChecksDescriptionRetention PeriodApplications, resumes, letters ofrecommendation, affirmative actionforms, certification of test/ExaminationResults, list of qualified applicants,ranking, interview notes, referencechecks, records that relate to posting,recruitment, selection and appointmentto each position. If hired, application etc 3 years or length ofbecomes part of employee personnel file. eligibility if longerHRS 00300 Affirmative Action ReportsBackground checks conducted by thirdparty (Info subject to FCRA)Copies of reports sent to Human RightsCommissionHRS 00400 Benefits Enrollment FormsEmployees' medical, dental, deferredcompensation, etc. election formsClassificationStatutePublic/PrivateMS 13.03,MS 13.435 years after employee'stermination or 6 years afterdate of background checkwhichever is longerPrivate/Confidential5 yearsPublic/PrivateMS 13.39,MS 13.435 years after employee'sterminationPrivateMS 13.43HRS 00600 Classification StudiesIncludes insurance, health care, deferred Until superseded or 6 yearcompensation, etc.after coverage lapsesPublicStudies which describe job duties andmay rank individual County positions. Seealso: pay equityUntil SupersededPublicMS 13.03HRS 00700 Compensation PlanSalary tables/ranges, plan documents,pay increase criteriaMS 13.03HRS 00500 Benefits Plan10 yearsPublic
Human Resources Records Retention ScheduleDescriptionRetention PeriodVerifies status of citizenship ornaturalization3 years after date of hire,or 1 year after employmentis terminated, whichever islater. Should not beretained in employeespersonnel filePrivateMS 13.43HRS 00900 Employee Suggestion Form2 yearsPublic/PrivateMS 13.43HRS 01000 Drug and Alcohol Testing Results1 year for records ofnegative and canceled drugtests, records of alcoholtests with a result below.02 BAC (49CFRss382.401)5 years after employee'stermination for alcohol testresults greater than .02BAC, verified positivecontrolled substance testresults, documentation ofrefusal to test, calibrationdocumentation, driverevaluations and referralsPublic/PrivateMS 13.43,49 CFR382.4013 years29 CFR,1602.30CodeTitleEmployment EligibilityHRS 00800 Verification/I-9 FormEqual Employment OpportunityReports/Summary Data (EEOHRS 01100 Reports)Includes commercial drivers license(cdl's), controlled substance test results,drivers evaluations, etc.Reports sent to Federal GovernmentClassificationPublicStatute
Human Resources Records Retention ScheduleCodeTitleHRS 01200 Grievance FilesHRS 01300 Job/Position DescriptionsLabor Unions - ArbitrationHRS 01400 DecisionsDescriptionRetention PeriodClassificationStatuteFormal written employee grievanceand/or complaint filed under personnelrules, and received by county. Should not 5 years after employee'sbe retained in employee personnel file. terminationPublic/PrivateMS13.43Personnel department retains a positiondescription history on the variouspositions within the county.Until SupersededPublicPermanentPublicContracts between County management& various labor unions includingLabor Unions correspondence, salary schedule &Contracts/Agreementspersonnel policies10 yearsHRS 01500Between union and County governmentPermanentHRS 01600 Labor Unions-Disputes/Grievances agencyHRS 01700 Labor Unions-Negotiating DataHRS 01800 Medical Records/FMLAPermanentAny information concerning the healthstatus of an employee which is made ormaintained by a physician, nurse or otherhealth care personnel, or technician,including medical & employmentquestionnaires or histories, medicalexams, medical opinions, descriptions oftreatments and prescriptions, andemployee medical complaints. Should not 5 years after employee'sbe kept in employee's personnel file.terminationMS ateMS 13.43
Human Resources Records Retention ScheduleCodeTitleDescriptionState mandated report filed withDepartment of Employee Relationsconsisting of pay and job classHRS 01900 Pay Equity Implementation Report informationRetention PeriodClassificationUntil SupersededPublic5 after employee'stermination. Destructionapproval is contingentupon retention of mastercopy of Payroll register orrecord.Public/PrivateHRS 02000 Personnel FilesRecords on each employee such asapplications, references, performanceevaluation, job performance appeals, jobdescriptions, reprimands, resignationletters, exit interviews, training records,etc. Certain records should NOT beretained in employees personnel files:medical records, health insuranceinformation, I-9 forms, child supportobligation records, investigations, or anyother record which, in its presence, mayraise an inference of discrimination. Alloriginals are to be maintained bypersonnel department or responsibledepartment.Policies & Procedures/Rules &HRS 02100 RegulationsFor human resource function, includesannual leave program, hiring proceduresfile, etc.Until supersededPublicOSHA - Infectious Disease &HRS 02200 Occupations exposure filesFiles on each employee dealing withsafety & training on diseases such ashepatitis & AIDS. Should not be kept inemployee personnel file.30 years after terminationPublic/PrivateHRS 02300 OSHA Citations of PenaltyNotifications of Violations by the County5 years after citationPublicStatuteMS 13.43MS 13.43
Human Resources Records Retention ScheduleDescriptionRetention PeriodClassificationStatuteIncident reports and annual summary5 years following end ofcalendar year of recordPublic/PrivateCFR 291904.33 (a)30 years after employee'stermination or retirementPublic/PrivateMS 13.43CFR 291910.2010 yearsPublicHRS 02700 Safety ManualUntil supersededPublicHRS 02800 Training Sign Up SheetsList of employees participating in eachtraining program5 years from the date ofcompleted training or 5years after terminiation,whichever is applicable tothe County's recordkeepingpracticesPublicHRS 02900 Training MaterialsReference and class material includingarticles, presentations, manuals,handouts used in each training session5 years after trainingprogram becomes obsolete PublicHRS 03000 Training RecordsIndividual acknowledgment form or otherform that employee signs and is kept inthe personnel file. Includes Right to5 years after employee'sKnow, Harassment, and other trainingsterminationCodeTitleHRS 02400 OSHA ReportsAny information concerning employeeexposure to toxic substances or harmfulphysical agents and other workersOSHA Employee Exposure records compensation documents including firstreports of injuryHRS 02500 & Worker's CompensationSafety Committee Agenda &HRS 02600 MinutesHRS 03100 Unemployment Claims8 yearsPublicPublic/Private
Minnesota Historical SocietyState Archives DepartmentMinnesota History Center345 Kellogg Blvd., WestSt. Paul, MN 55102-1906(651) 259-3260 Fax: (651) 296-9961NOTIFICATION OF ADOPTIONOFCOUNTY GENERALRECORDS RETENTION SCHEDULE-HUMAN RESOURCESRECORDS1. Complete this form and send the original and one (1) copy to the State Archives Department at the aboveaddress.2. Destruction of records according to the general schedule is NOT permitted until this form is signed by theMinnesota Historical Society.CountyEmail addressStreet AddressTelephone (Include Area Code)City, Zip CodeThis is to notify the Minnesota Historical Society that the county human resources department/unit named abovehas officially adopted the County General Records Retention Schedule-Human Resources Records.Name/Title (print)SignatureDateThe Minnesota Historical Society acknowledges yourNotification of Adoption of the County General RecordsRetention Schedule-Human Resources Records. You areauthorized to retain and dispose of records as indicated onthe Schedule.Director or Designee, Minnesota Historical SocietyDate9/2014
HRS 00500 Benefits Plan Includes insurance, health care, deferred compensation, etc. Until superseded or 6 year after coverage lapses Public HRS 00600 Classification Studies Studies which describe job duties and may rank individual County positions. See also: pay equity Until Superseded Public MS 13.03 HRS 00700 Compensation Plan
