Record Series Abstract
Documents pertaining to the proof of eligibility to work, included in this record series is human resource documentation kept in agency. Examples: Cards or sheets showing name, address, telephone number, and similar data for each office employee; performance evaluations, liens, garnishments, wage-related child support orders, employment verifications. Records covered under SW19 Active Employee Files shall not be destroyed under this RDA.
Record Series Active
Cut Off at End of
If Other, Explain
Cut off when employee terminates.
Total Retention Years
Total Retention Months
Retention End Action
Files are cut off when the employee terminates, maintained for five years. Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. Records in Paper format may be transferred to the State Records Center. Records in electronic format shall be maintained in systems that meet or exceed standards of Finance and Administration (F&A)/Strategic Technology Solutions (STS)approved software and server environment. Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information. FORMER RDAs MERGED: S470-2, S470-3, S470-5
Agency records officer shall keep documentation of specific location.
1990 to current
Agency records officer shall keep documentation of specific accumulation.
Agency records officer shall keep documentation of specific volume.
Information Shared Outside the State
Yes - Original
Essential Record Stored
Agency records officer shall keep documentation of specific location of essential record. Any electronic version shall be kept in an OIR approved environment.
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Records Center Retention Period
Records Officer shall document system name.
All hardware for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS)
All software for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Agency shall use File Types and Formats that are considered High Confidence by STS.
Agency Records Officer shall document the system location.
Backup procedures system shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS)Backup procedures shall be reviewed and tested annually.
Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually.
Data Migration Description
The Agency shall have a detailed plan for migrating the electronic records in case of a software upgrade/change, hardware replacement, or a disaster.
Legacy Revision UUID