Search and Recruitment Records

Who can use this?

All Offices

This is part of the WWU General Records Retention Schedule.  

Record Description:

Records relating to the process of recruitment and selection of employees. Includes applicants interviewed and/or screened, but not hired.
Includes, but is not limited to:
  • Job announcements and postings
  • Job description and qualifications
  • Eligibility lists for specific positions
  • Applications, resumes and test results
  • Applicant profile data
  • Scoring, ranking and selection criteria
  • Interview questions and evaluations
  • Background and criminal history checks
  • Reference check questions and answers.
Excludes successful/hired applicant records covered by:
  • Personnel – Employment History Files (DAN GS 03042); and
  • Employment Eligibility – U.S. Citizenship and Immigration Services (USCIS) (DAN GS 03036).
Note: Retention based on 3-year statute of limitations for the commencement of actions for employment discrimination (injury to the rights of others) (RCW 4.16.080).
 

Retention Requirement: 3 years after completion of recruitment/hiring process

Disposition after Retention: Destroy

Recordkeeping Note:

Applications for hired employees should be held in their personnel files.
 
Unsolicited applications must be held under Unsolicited Employment Applications (Not Hired) (GS 03022.001.18371) for 2 years after received. Certain types of searches (e.g., presidential searches) may create additional records that have either long-term or permanent retention. These additional records may include a report or narrative of the search process, marketing and promotion records, community and stakeholder engagement, meeting records, and applicant pool demographics. In such cases, these additional records should be saved as Records of Committees, Councils, Task Forces, and Other Bodies (GS 10004.001.18332).

Record Status: NON-ESSENTIAL, NON-ARCHIVAL

Disposition Authority Reference: GS 03012.0001.18404

Approved by State Records Committee: 2024 October 02

Last Updated / Revised by UARM:

Function: Human Resources Management