Personnel Files (Office Copies)

Who can use this?

All Offices

This is part of the WWU General Records Retention Schedule.  

Record Description:

Office-level personnel files for faculty and staff (both permanent and temporary), as well as for student employees and volunteers. May include copies of personnel action forms, employee information forms, or payroll forms that are held by Human Resources. May also include items such as letters of recommendation, awards, or correspondence thatare not held by HR.
 
Includes, but is not limited to:
  • Applications and resumes
  • Position eligibility and position held
  • Eligibility requirements for position (certifications, transcripts)
  • Disclosure of information to prospective employers in accordance with RCW 4.24.730.
Excludes records covered by:
  • Complaints and Grievances – Exonerated (GS 03006.0001.18411)
  • Complaints and Grievances – Upheld (GS 03003.0001.18410)
  • Performance Evaluations – Employee (GS 03002)
  • Personnel Records (Peace/Corrections Officers) (LE2022-010)
  • Retirement Verification (GS 03032).
 
 

Retention Requirement: 6 years after separation from unit

Disposition after Retention: Destroy

Recordkeeping Note:

Official personnel files are held by HR, and, for faculty, in the Provost's Office as well.

Record Status: ESSENTIAL (for Disaster Recovery), NON-ARCHIVAL

Disposition Authority Reference: GS 03042.0001.18403

Approved by State Records Committee: 2024 October 02

Last Updated / Revised by UARM:

Function: Human Resources Management