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.        

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.

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.

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.

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.

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.

An institutionally-certified record of a student's performance and course(s) of study at Dartmouth College.

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.

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.

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.

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.

These records include, but are not limited to, deposit and withdrawal records, bank
statements and reconciliations, voided and canceled checks.

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.

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

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.

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.

Annual Reports include, but are not limited to, summaries of accomplishments, goals, statistics, awards received, anticipated program needs and plans, supporting documentation, etc.

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..

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.).

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.

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.

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.

These may include, but are not limited to, texts, slide presentations, or recordings of speeches and presentations.

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.

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.

Graded material includes, but is not limited to, examinations, papers, presentations, etc.

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

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.