Agency Schedule Detail

Authorization Number : 50030048

Agency Series No. : A400-01

Status : Active

Agency Web Link :

Agency : SOS

Confidential Description :

Division : SOSA400

Vital Description :

Section : SOSA400

Record Title : Employee Personnel File

Revision : 0

Record Description : Official personnel file for Secretary of State employees. Including, but not limited to, letters of recommendation, medical records, disciplinary records, performance evaluations, acknowledgement forms, emergency contact sheets, position descriptions, weather essential employee forms, I-9 forms, FMLA forms and payroll deduction forms. Also includes copies of all documents required by DAS.

Retention Period	Retention Justification	Media Code	Method of Disposal
Retain seven (7) years after employee leaves employment. After ensuring that all required forms have been submitted to DAS per DAS instructions, then may destroy.	As a result of this being an elected office, every four to eight years this office releases a number of employees due to the change in administration. It is then necessary to pull records from their personnel files for employment verification and to meet their demands for copies of records from these files. The seven (7) year retention period would ensure we could access those records for those former employees as their needs dictate.	Paper	Shred

Approvals

Status	Name	Title	Date
Approved	Sally Warren	Records Officer	3/22/2012 10:08:00 AM
Approved	Michael Hardenbrook	Record Administrator	4/5/2012 11:01:00 AM
Approved	Martin Meeks	State Auditor	4/5/2012 11:22:00 AM
Approved	Fred Previts	State Archivist	4/5/2012 2:39:00 PM

Notes

Date	Reason	User