Lab 800 (state.nh.us) "Personnel file" as used in RSA 275:56 means any personnel records created and maintained by an employer and pertaining to an employee including and not limited to employment applications, internal evaluations, disciplinary documentation, payroll records, injury reports and performance assessments, whether maintained in one or more locations, unless such records are exempt from disclosure under RSA 275:56, III or are otherwise privileged or confidential by law. The term does not include recommendations, peer evaluations or notes not generated or created by the employer.
Find out more about retention and disposition.
Schedule Number | Record Series |
---|---|
110 | Personnel Records |
120 | Pre-Employment Records |
130 | Employee Payroll and Time Tracking Records |
140 | International Scholar and Staff Immigration Records |
210 | Admission Records |
215 | Financial Aid Records |
220 | Student Academic Record |
225 | Student Employee Personnel, Payroll, and Time Tracking Records |
310 | Accounts Payable |
315 | Accounts Receivable |
320 | Budget |
325 | Banking |
410 | Research Data |
710 | Advising Records |
715 | Graded Material |
720 | Promotion and Tenure |
500 | Electronic Communications |
610 | Extracted Data |
615 | Meeting Minutes |
620 | Annual Reports |
625 | Scheduling |
630 | Correspondence |
635 | Photographs and Recordings |
640 | Event Records |
645 | Waivers |
650 | Speeches and Presentations |
655 | Project Files |
800 | Non-Records |
Record Holder | Retention Period | Disposition | |
---|---|---|---|
Official Copy
|
Human Resources
|
Date of employee separation + 7 years |
Confidential destruction
|
Administrative Copy
|
Staff
|
Until Administrative Need is Satisfied not to exceed Date of Employee separation + 1 year |
Confidential destruction
|
8 CFR § 274.2; 29 CFR § 825.500, §1602, §1627; EEOC, Technical Assistance Manual: Title 1 of the ADA, section 6.5, New Hampshire RSA 275:56 and Labor Regulations 802.08.
PoliciesReviewed:Pre-employment or search records may include, but are not limited to, resumes/CV, employment applications, recommendation letter(s), recruitment requests, W4, and other related documents.
Record Holder | Retention Period | Disposition | |
---|---|---|---|
Official Copy
|
Human Resources
|
Date search complete + 3 years |
Confidential destruction
|
Administrative Copy
|
Staff
|
Until Administrative Need is Satisfied not to exceed 3 years |
Confidential destruction
|
15 USC § 1681P, 29 CFR § 1602, 1627
Reviewed:These records document student and staff hours worked. These records may include time cards, time sheets, Kronos timesheets submitted electronically, garnishment accounting, garnishment orders, payroll checks, payroll history, payroll records, and payroll registers.
Record Holder | Retention Period | Disposition | |
---|---|---|---|
Official Copy
|
Finance Division
|
Creation date + 7 years |
Confidential destruction
|
Administrative Copy
|
Staff
|
Until Administrative Need is Satisfied not to exceed 1 year |
Confidential destruction
|
29 U.S.C. § 1027; 26 CFR §301.6501(a)-1; 29 CFR § 516, § 825.500, §1602, § 1620, §1627; 430 CMR §5.01; 830 CMR 62C.25.1
Reviewed:OVIS is responsible for institutional compliance with government regulations relating to the admission or hiring of international students, scholars and staff, including management of the Student & Exchange Visitor Information System (SEVIS) for data tracking, reporting and overall compliance. In these roles OVIS acts as liaison for the institution to the U.S. Departments of Homeland Security, State, and Labor. Documents may include, but are not limited to, visa certificates (DS-2019s), passport and visa copies, I-94 admission records, change of status notices, labor condition applications, employment authorization documents, USCIS applications and notices, and other supporting documents including internal data collection forms, invitation and employment letters, wage determinations, and other related records.
Record Holder | Retention Period | Disposition | |
---|---|---|---|
Official Copy
|
Office of Visa and Immigration Services (OVIS)
|
Date file closed + 10 years |
Confidential destruction
|
34 CFR, Pub. L. 101–649, title II, §221, Nov. 29, 1990, 104 Stat. 5027 , as amended by Pub. L. 102–232, title III, §303(b)(1), (2), Dec. 12, 1991, 105 Stat. 1748 ; Pub. L. 103–416, title II, §215(a), Oct. 25, 1994, 108 Stat. 4315, 8 USC 1184
Reviewed:A student's admission record refers to any documentation the school used to make an admission decision on admitting the student into its program of study.
Record Holder | Retention Period | Disposition | |
---|---|---|---|
Official Copy
|
Admissions & Financial Aid
|
Matriculation date + 4 years |
Confidential destruction
|
Administrative Copy
|
Individual Offices
|
Until Administrative Need is Satisfied not to exceed 1 year |
Confidential destruction
|
34 CFR, AACRAO
Reviewed:A record of scholarship funds awarded to students through the Financial Aid office. May include administrative requirements for the scholarship, correspondence, lists of recipients, etc.
Record Holder | Retention Period | Disposition | |
---|---|---|---|
Official Copy
|
Admissions & Financial Aid
|
Last contact date or separation date + 3 years |
Confidential destruction
|
Administrative Copy
|
Individual Offices
|
Until Administrative Need is Satisfied not to exceed 1 year |
Confidential destruction
|
34 CFR
Reviewed:An institutionally-certified record of a student's performance and course(s) of study at Dartmouth College.
Record Holder | Retention Period | Disposition | |
---|---|---|---|
Official Copy
|
Office of the Registrar
|
Permanent |
Transfer to College Archives
|
Administrative Copy
|
Office or Committee of Origin
|
Until Administrative Need is Satisfied not to exceed 1 year |
Confidential destruction
|
34 CFR, AACRAO
Reviewed:These records document student hours worked. These records may include time cards, time sheets, Kronos timesheets submitted electronically, garnishment accounting, garnishment orders, payroll checks, payroll history, payroll records, and payroll registers.
Record Holder | Retention Period | Disposition | |
---|---|---|---|
Official Copy
|
Student Employment Office
|
Graduation or separation date + 1 year |
Confidential destruction
|
Administrative Copy
|
Individual Offices
|
Until Administrative Need is Satisfied not to exceed 1 year |
Confidential destruction
|
34 CFR
Reviewed:These records document an office’s expenditures and purchases. These records may include, but are not limited to, departmental purchase orders, credit card charge slips and statements (including P-Card transactions), bills, invoices, journal vouchers, justifications of purchases, payment authorizations, reports of receipt of goods or services, and receipts.
Record Holder | Retention Period | Disposition | |
---|---|---|---|
Official Copy
|
Finance Division
|
Creation date + 7 years |
Confidential destruction
|
Administrative Copy
|
Individual Offices
|
Until Administrative Need is Satisfied not to exceed 1 year |
Confidential destruction
|
These records are used by offices to document billing and collection activities. These records may include, but are not limited to, account edit sheets,invoices, journal vouchers, checks, and receipts.
Record Holder | Retention Period | Disposition | |
---|---|---|---|
Official Copy
|
Finance Division
|
Creation date + 7 years |
Confidential destruction
|
Administrative Copy
|
Staff
|
Until Administrative Need is Satisfied not to exceed 1 year |
Confidential destruction
|
These records provide a record of departmental fiscal activity presented in summary form which may be used for budget planning. These records may be used to analyze budget cuts or restructuring of programs. These records may include, but are not limited to, working papers, memorandums, final summary reports and spreadsheets, and related documentation and correspondence.
Record Holder | Retention Period | Disposition | |
---|---|---|---|
Official Copy
|
Finance Division
|
Creation date + 7 years |
Confidential destruction
|
Administrative Copy
|
Staff
|
Until Administrative Need is Satisfied not to exceed 1 year |
Confidential destruction
|
These records include, but are not limited to, deposit and withdrawal records, bank
statements and reconciliations, voided and canceled checks.
Record Holder | Retention Period | Disposition | |
---|---|---|---|
Official Copy
|
Finance Division
|
Creation date + 7 years |
Confidential destruction
|
Administrative Copy
|
Staff
|
Until Administrative Need is Satisfied not to exceed 1 year |
Confidential destruction
|
Research data generated while individuals are pursuing research studies as faculty, staff, or students of Dartmouth, and data generated by visiting scholars utilizing the facilities of Dartmouth , are to be retained by the institution for a period of three (3) years after submission of the final report on the research project for which the data were collected, unless a longer period is specified by the sponsor.
Record Holder | Retention Period | Disposition | |
---|---|---|---|
Official Copy
|
Office of Sponsored Projects (OSP)
|
3 years after submission of the final report |
Confidential destruction
|
Administrative Copy
|
Staff
|
Until Administrative Need is Satisfied not to exceed 1 year |
Shred, Recycle, or Delete as Appropriate
|
https://policies.dartmouth.edu/policy/data-retention-policy-research
Reviewed:Email, Texts, IMs, and Other Electronic Communications
As with any other kind of record, the retention period for these types of electronic messages is based on the content of each individual message.
The vast majority of messages sent and received have a transactional value. They may request or provide information but don’t serve any legal or financial purpose for the College. You may delete transactional messages as soon as a reply is given/received or as soon as you no longer need it for reference.
- Routine replies/requests for information
- Messages used to set-up or accept meetings
- Announcements/Acknowledgements
- Automated notifications
Messages that inform decision-making or could potentially be relied upon legally or financially are substantive and must be retained as per the General Retention Schedule. Examples of substantive records include, but are not limited to:
- Policy and procedure directives
- Legal or audit issues
- Approvals for purchases, HR decisions, or other actions to be taken
- Final reports or recommendations
- Grievances, disciplinary actions, and petitions/waivers
- Documentation of departmental/office actions, decisions, operations and responsibilities
Record Holder | Retention Period | Disposition | |
---|---|---|---|
Administrative Copy
|
Staff & Faculty Members
|
See description |
Shred, Recycle, or Delete as Appropriate
|
https://policies.dartmouth.edu/policy/electronic-communications
Reviewed:Documents derived from a master file or database in the form of statistics, reports, hard copy printouts, mailing lists, auto-generated notifications and reminders, etc. Includes emails. These records will be visible and accessible for their full retention period in the system of record and can be reprinted as needed.
Record Holder | Retention Period | Disposition | |
---|---|---|---|
Administrative Copy
|
Staff & Faculty Members
|
Until Administrative Need is Satisfied |
Shred, Recycle, or Delete as Appropriate
|
A record of actions and decisions of committees, councils, faculty and staff meetings. Includes minutes, agendas, notes, reports, etc. These records document the orders of business and proceedings of meetings held by departments, offices and other entities.A record of actions and decisions of committees, councils, faculty and staff meetings. Includes minutes, agendas, notes, reports, etc. These records document the orders of business and proceedings of meetings held by departments, offices and other entities.
Record Holder | Retention Period | Disposition | |
---|---|---|---|
Administrative Copy
|
Office or Committee of Origin
|
Until Administrative Need is Satisfied not to exceed 5 years |
Consult Archives
|
Annual Reports include, but are not limited to, summaries of accomplishments, goals, statistics, awards received, anticipated program needs and plans, supporting documentation, etc.
Record Holder | Retention Period | Disposition | |
---|---|---|---|
Administrative Copy
|
Office or Committee of Origin
|
Creation date + 5 years |
Consult Archives
|
Records relating to the administrative arrangements for setting up meetings. Includes requests for agenda items, announcements of meetings, related correspondence/communications, and calendar invitations/responses..
Record Holder | Retention Period | Disposition | |
---|---|---|---|
Administrative Copy
|
Office or Committee of Origin
|
Until Administrative Need is Satisfied not to exceed 5 years |
Shred, Recycle, or Delete as Appropriate
|
Communications and postings that do not relate to the functional responsibility of an office (i.e., announcements of meetings, reservations, confirmations, itineraries, acknowledgements, form-letter thank you notes, etc.).
Record Holder | Retention Period | Disposition | |
---|---|---|---|
Administrative Copy
|
Office or Committee of Origin
|
Until Administrative Need is Satisfied not to exceed 5 years |
Shred, Recycle, or Delete as Appropriate
|
Still and moving images provide audio-visual documentation of College activities, events, students, faculty, and staff. Still and moving images include fully identified photographs in print, negative, and slide formats; video recordings; film; and audio recordings in all formats.
Record Holder | Retention Period | Disposition | |
---|---|---|---|
Administrative Copy
|
Office or Committee of Origin
|
Until Administrative Need is Satisfied not to exceed 5 years |
Consult Archives
|
These records document events and event planning. These records may include but are not limited to notes, vendor information and correspondence, event programs and publicity, attendance data, correspondence, and accounts payable records.
Record Holder | Retention Period | Disposition | |
---|---|---|---|
Administrative Copy
|
Office or Committee of Origin
|
Until Administrative Need is Satisfied not to exceed 5 years |
Shred, Recycle, or Delete as Appropriate
|
A waiver is the voluntary relinquishment of a known right and is executed prior to an activity. Waivers are requested of participants in voluntary activities that involve physical activity/sports, exposure to the elements, lab exposures, etc.
Record Holder | Retention Period | Disposition | |
---|---|---|---|
Administrative Copy
|
Office or Committee of Origin
|
Creation date + 4 years |
Confidential destruction
|
These may include, but are not limited to, texts, slide presentations, or recordings of speeches and presentations.
Record Holder | Retention Period | Disposition | |
---|---|---|---|
Administrative Copy
|
Office or Committee of Origin
|
Until Administrative Need is Satisfied not to exceed 5 years |
Shred, Recycle, or Delete as Appropriate
|
These files are usually an assembled mix of document types about a topic, project, or entity.These files are usually an assembled mix of document types about a topic, project, or entity.
Record Holder | Retention Period | Disposition | |
---|---|---|---|
Administrative Copy
|
Office or Committee of Origin
|
Until Administrative Need is Satisfied not to exceed 5 years |
Shred, Recycle, or Delete as Appropriate
|
Records used to monitor student academic progress. May include transcripts from transfer institutions, learning contracts for independent study, research or internship credits, grade reports, study abroad files, etc.
Record Holder | Retention Period | Disposition | |
---|---|---|---|
Official Copy
|
Faculty Member(s)
|
Graduation date + 3 years or 7 years after last student activity |
Confidential destruction
|
Graded material includes, but is not limited to, examinations, papers, presentations, etc.
Record Holder | Retention Period | Disposition | |
---|---|---|---|
Official Copy
|
Faculty Member(s)
|
End of term + 1 year |
Confidential destruction
|
Administrative Copy
|
Office or Committee of Origin
|
Until Administrative Need is Satisfied not to exceed 1 year |
Confidential destruction
|
AACRAO
Reviewed:Including, but not limited to, Faculty Record Supplement, Grant Proposal, Instructor PhD Completion Letter, Named Chair Appointment Letter, Appointment Letter, Appointment Request Letter, Award Acceptance Letter, Award Application, Award Denial Letter, CAP Action Letter, CAP Candidate Statement, CAP Confidential Signature Page, CAP Department Letter, CAP Department Roster, CAP List of Reviewers, CAP Trustee Approval Letter
Record Holder | Retention Period | Disposition | |
---|---|---|---|
Official Copy
|
Dean of the Faculty
|
Employee separation date + 7 years |
Confidential destruction
|
Administrative Copy
|
Office or Committee of Origin
|
Until Administrative Need is Satisfied not to exceed 1 year |
Confidential destruction
|
The following materials are considered to have no administrative, legal, financial or archival requirements for their retention. Non-records include, but are not limited to, templates, blank forms, drafts, published material, non-work related emails, and duplicated material.
Record Holder | Retention Period | Disposition | |
---|---|---|---|
Administrative Copy
|
Staff & Faculty Members
|
Until Administrative Need is Satisfied |
Shred, Recycle, or Delete as Appropriate
|