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University Records Center

Employment Records

Contents

Related Links

Office of Audit & Compliance, Office of the General Counsel, and the University Archives and Records Center (Effective January 2, 2001)

Formally Adopted by the President’s Advisory Committee on the University Archives and Records Center (April 11, 2002)

Formally Adopted by Resolution of the Trustees of the University of Pennsylvania (June 17, 2011)

Employment Records

Records relating to taking of leave under Family Medical Leave Act3 years
EEOC reports5 years
EEO-17 years
Personnel files7 years from termination
Polygraph test records3 years
Training records4 years
In-Service records4 years
Educational programs4 years
Records of workers employed under special certificates3 years
Wage-hour administrator certificates and notices5 years
Immigration records3 years after hire or 1 year after termination, whichever is later
Attendance records3 years
Other employment records3 years

Occupational Safety and Health Records

Medical tests and screening required by law30 years after employee termination
Records of personal or environmental monitoring of exposure to hazardous substances30 years after employee termination
Employee records of significant adverse effect to health or environmental hazards30 years after employee termination
Employee records of allegations concerning exposure to environmental hazards against employer30 years after employee termination
Other employee health records7 years after employee termination

Benefits; Pension Plans

Description of benefit plans, seniority or merit pay systems1 year after term of plan
Pension plan descriptions and ERISA benefits6 years

Union Organizing Records

Collective bargaining agreements7 years from conclusion of contract
Reports of activities including payment, loans, promises to or agreements with union orgainizing activities7 years from conclusion of contract
Records of activities related to union organization7 years from conclusion of contract