Personnel File Retention
Human Resources, as the official record holder, maintains the Official Personnel files for State of Kansas Employees at Kansas State University in electronic format (ImageNow). The Official Personnel File (OPF) is maintained as described in Article 13, Records, Reports, Research and Evaluation of Personnel System, 1-13-1a, effective June 5, 2005.
Retention of HR personnel files and departmental personnel files are covered in the PPM 3090, Retention of Records.
Many different rules, regulations, laws and policies apply to the same types of employment, personnel and payroll records. Government employee personnel files and payroll files have longer retention periods than private industry. Be sure to use the longest period (reference the retention schedules below).
Records not specifically covered in the schedules are to be retained per the applicable state or federal law.
- The Record Retention Schedules for Kansas State University, the State of Kansas and Regents are all available to search in one place.
- The Kansas Department of Administration summarizes some Federal recordkeeping requirements: Federal EEO Record-Keeping Requirements (pdf)
Government records, regardless of their format, are subject to the records preservation laws of Kansas. Government officials are responsible for managing records in ways that insure accessibility under the Kansas Open Records Act (K.S.A. 45-215--45-223), the confidentiality of other records as stipulated in various statutes, and the long-term preservation and access of selected records through the Government Records Preservation Act (K.S.A. 45-401--45-413) and the Public Records Act (K.S.A. 75-3501--75-3518).
The paper originals, if used in the course of business instead of the electronic copy, must be provided in that format for legal purposes. The Federal Rules of Civil Procedure (FRCP) (pdf), which lay out the procedures of civil lawsuits and govern what kinds of information and records can be demanded through discovery.
