RECORD RETENTION AND DISPOSTION SCHEDULE

DEPARTMENT: State of New Jersey Four Year College

DIVISION: Administrative and General Records

BUREAU: Personnel

Records
Series #

Record Title & Description

Retain In

Disposition

Agency

Records Center

Affirmative Action Records

0001-0000

Affirmative Action Complaint Case File
Contains: discrimination appeal processing (DPF-481) grievance procedure (DPF-251) correspondence and relevant case material.

3 years after settlement

0002-0000

Affirmative Action Plan (DPF-451-DPF-458 and/or DPF-390) (copy)
Includes annual goals toward fulfilling federal and state affirmative action requirements and guidelines mandating equal employment opportunities original retained by the Department of Personnel.

3 years

0003-0000

Equal Employment Opportunity (EEO) and Affirmative Action Interview Disposition (DPF-374)
Contains names of potential job applicants which are sent to an agency’s personnel office to fill vacancies original retained by the Department of Personnel.

3 years

0004-0000

Quarterly Report (DPF-390) (record copy)
A quarterly report indicating practices in relation to the affirmative action plan original retained by the Department of Personnel.

1 year

0050-0000

Classification Records Certification of Eligibility (DPF-256D) (copy)
List of individuals who have passed a state government competitive examination and are eligible for appointment to a position original retained by the Department of Personnel.

3 years

0051-0000

Eligible/Ineligible Roster (DPF-32)
List of individuals eligible or ineligible for a position.

3 years

0052-0000

Job Specifications (copy)
Includes position qualifications and duties original retained by the Department of Personnel.

Periodic review

0053-0000

Notification of Certification (DPF-256F) (copy)
Sent to an individual who has passed a competitive examination and is eligible for appointment to a state government position.

3 years

0054-0000

Personnel Requisition (DPF-398)

3 years

0055-0000

Position Classification Questionnaire (DPF-44)
Descriptive report used to obtain basic information about a state government position original retained by the Department of Personnel.

0055-0001

Position Classification Questionnaire (record copy)

3 years after final action

0055-0002

Position Classification Questionnaire (copy)

1 year after final action

0056-0000

Request for New Title (DPF-240)
Request to establish a new position also title when the duties of a position cannot be classified properly under an existing class title original retained by the Department of Personnel.

0056-0001

Request for New Title – Approved (record copy)

Duration of title

0056-0002

Request for New Title – Denied (record copy)

3 years after final action

0057-0000

Request for Reclassification (DPF-241)
Used to enable employees to change the classification of their position. Original retained by the Department of Personnel.

0057-0001

Request for Reclassification (record copy)

3 years after final decision

0057-0002

Request for Reclassification (copy)

Until final decision

0058-0000

Request for Re-Evaluation of Title (DPF-288)
Request to re-evaluate a class title based on a change in responsibilities or organizational structure. Original retained by the Department of Personnel.

0058-0001

Request for Re-Evaluation of Title – Approved (record copy)

Inspiration of position

0058-0002

Request for Re-Evaluation of Title – Denied (record copy)

3 years

Individual Employees Files

0100-0000

Employee Address List

As updated

0101-0000

Federal and State Withholding Tax Forms (W2 & W4)

3 years

0102-0000

Grievance File (DPF-251)
Records of employee’s dissatisfaction with working conditions which are beyond his/her control but which may be subject to remedy by a supervisor. Steps I, II, III settlements, which set precedent or policy, are deemed necessary for future reference.

0102-0001

Grievance File – Policy Establishing Settlements (original)

Permanent

0102-0002

Grievance File – Policy Establishing Settlements (record copy)

3 years after final settlement

0102-0003

Grievance File – Policy Establishing Settlements (informational copies)

Periodic review

0102-0004

Grievance File – Policy Establishing Settlements (additional copies)

Periodic review

0102-0005

Grievance File – Policy Establishing Settlements (originals)

3 years after final settlement

0103-0000

Individual Employee File
This file includes information pertaining to permanent and provisional full-tie, part-time, and summer, professional and nonprofessional and student employees. May include but not limited to the following: New hire request, separation request, position classification questionnaire, request for employment disability leave, preliminary and final notices of disciplinary action.

[0103-0001]

Application for employment, application for reemployment, application for promotional examination, promotional announcements report on progress of probationer, data processing request for correction of social security number notice of name change salary adjustment request correspondence notice of lay-off, unsatisfactory probation reports pension program application.

[0103-0002]

Employee’s first report of accidental injury or occupational disease performance assessment review summer and semester sabbatical, summer teaching program extra duty pay teacher observation and evaluations employment and union agreement contracts exit interviews deferred compensation forms health benefits records insurance records and faculty/staff absence form (travel).

0103-0003

Individual Employee File (original)

6 years after termination of employment

0103-0004

Individual Employee File (copy)

3 years after termination of employment

0104-0000

Job Application Files, Unsuccessful
Includes resumes, applications, etc., of persons not hired.

3 years

0105-0000

Leave Request
Disability, administrative, sick, vacation, maternity, military, sabbatical, compensation for overtime, leave with pay, leave without pay, etc.

0105-0001

Leave Request (original)

6 years

0105-0002

Leave Request (copy)

3 years

0106-0000

Permanent Personnel History Card

60 years

0107-0000

Permanent Position History Card

60 years

0108-0000

Personnel Master Lists
Printout of personnel categorized by the department and division, social security number, pay range, education, etc. List is updated monthly.

1 year

0109-0000

Preliminary and Final Notice of Disciplinary Action
Preliminary and final notices of disciplinary actions taken pertaining to a classified permanent employee. Original is retained by the Department of Personnel.

0109-0001

Disciplinary Actions (record copy)

6 years after termination of employment

0109-0002

Disciplinary Actions (management copies)

3 years after final action

0110-0000

Referrals
Records of potential job applications received from sources inside or outside of an agency.

0110-0001

Referrals – External

3 years

0110-0002

Referrals – Internal

1 year

0111-0000

Request for Employment Disability Leave
Employee’s request for leave of absence with pay due to disability either through injury or illness incurred from employment original retained by the Department of Personnel.

0111-0001

Request for Disability Leave (record copy)

6 years after termination of employment

0111-0002

Request for Disability Leave (copy)

3 years

0112-0000

Service Awards Order Form (record copy)
Form used to order certificates to be awarded to employees who have been employed 5 years, 10 years, 15 years, etc. in state government positions original retained by the Department of Personnel.

3 years

0113-0000

Suggestion Awards File (record copy)
Includes: suggestion evaluation report, employee suggestion form and correspondence original retained by the Department of Personnel.

3 years

0114-0000

Time Records
Attendance reports for employees.

0114-0001

Time Records (original)
Retained by Personnel Department.

6 years

0114-0002

Time Records (department copy)

3 years

0150-0000

Performance Assessment Review File
Contains: performance agreement fact sheet and final assessment review.

0150-0001

Performance Assessment Review File (record copy)

6 years after termination of employment

0150-0002

Performance Assessment Review File (record copy)

1 year after final evaluation

0151-0000

Performance Summary (record copy)
Contains a listing of classified employees who have been rated satisfactory or unsatisfactory unclassified employees not granted a salary increase and supervisors who have failed to submit a performance certification and salary increase recommendation form. Original retained by the Department of Personnel.

Periodic review

0200-0000

Application for Promotional Examination
Application by a permanent employee for an examination for a promotional position in the state service. Original retained by the Department of Personnel.

3 years

0201-0000

Application Summary (record copy)
List of persons eligible for a classified promotion in a state government position Original retained by the Department of Personnel.

3 years

0202-0000

N.J.A.C. Promotional Action (copy)
Indicates that a permanent employee has been promoted to a position without examination. Original retained by the Department of Personnel.

3 years

0203-0000

Promotional Job Analysis
A job description used in the development of an open competitive examination for a particular job title.

0203-0001

Promotional Job Analysis (record copy)

5 years

0203-0002

Promotional Job Analysis (additional copies)

Periodic review

0204-0000

Promotional Notices File (copy)
Contains promotional announcements notices of vacancy and promotional opportunities. Original is retained by the Department of Personnel.

0204-0001

Promotional Notices File (record copy)

Until applicant list expire

0204-0002

Promotional Notices File (copy)

3 years

0250-0000

Course Registration and Report
Used for staff training by the Department of Personnel’s service training section. Original retained by the Department of Personnel.

0250-0001

Course Registration and Report (supervisors copy C)

Periodic review

0250-0002

Course Registration and Report (record copy D)

Periodic review

0251-0000

Staff Training Request
Request for staff training. Original retained by the Department of Personnel.

0251-0001

Staff Training Request (record copy)

3 years after final payment

0251-0002

Staff Training Request (additional copies)

Periodic review