Personnel Files: Non-Academic Employees (Continuing)

Function

Human Resources

PIB

PIB-029

RRSDA Number

1997-036

Department

Human Resources

Description, purpose and use of records

Records made or received and used by Human Resources and/or any other SFU department to document a non-academic continuing employee's employment history, from appointment to retirement or termination.

Records include correspondence, memoranda and email; application forms, resumes and CVs, appointment forms and letters; staff requisition and status change forms, leave notices, vacation calculations, letters of resignation, and termination notices.

A personnel file for each non-academic employee is maintained by both Human Resources and the employee's department. Documents relating to pension and benefits are maintained on file, but kept separate from other records.

Retention periods

Records	Active Retention	Semi-Active Retention	Total retention	Final disposition
Human Resources	Employment Terminated + 2 years	48 years	Employment Terminated + 50 years	Destroy
All other university departments	Employment Terminated + 2 years	4 years	Employment Terminated + 6 years	Destroy

Active = Active Retention Period, Keep in Office; Semi-Active = Semi-Active Retention period, transfer to University Records Centre; CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments

Authorities

These records are created, used, retained and managed in accordance with the following authorities:

Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 165)
Limitation Act (RSBC 1996, c. 266)
Income Tax Act (RSC 1985, c. I-3.3)
BC Human Rights Code (RSBC 1996, c. 210)
BC Labour Relations Code (RSBC 1996, c. 244)
Employment Standards Act (RSBC 1996, c. 113)

Retention rationale

A minimum retention period of year of termination plus six is required to fulfil legal requirements and considerations pursuant to the Limitation Act (RSBC 1979, c. 236), the and the Freedom of Information and Protection of Privacy Act (SBC 1992, c. 61, as amended by SBC 1993, c. 46, s.31). This minimum retention period is in line with those for other personnel records in public sector institutions.

However, for administrative reasons, the University requires these records for a longer retention period. The file may be needed to confirm an employee's employment record, verify an employee's retirement and benefits rights, and to protect the University's legal and fiscal position. Not all this information is retained in payroll and other records; therefore, it is prudent to retain these files for an extended period of time.

Retention and filing guidelines

While active in the Human Resources office, the files are arranged alphabetically by surname of the employee. Following termination of employment at the University, the files are arranged by termination year, then alphabetically by surname of employee within that group.

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Archives and Records Management