University of Missouri System

Management Services

Records Management

Records Retention Guide

Administrative Records All Departments - All Campuses

AUTHORIZATION NO. 00-016

This authorization applies to all schools/colleges/divisions/departments/subdepartments or any other office entity of the University. This authorization does not apply to employee records retained by Human Resources Offices.

ITEM NO.

3. Employee File

Due to confidential issues, the following records/documents ARE NOT to be retained in departments at anytime.

A. Personnel Related:

• I-9 and related attachments
• FMLA related documentation
• Personal Data Forms (PDF)
• Personal Information Review Sheets (PIRS)
• Grievance information of any kind
• Writ, garnishment, court order, tax levee or other legal documents
• W-4 Form or any other tax documents
• Any documents that provide information about the employee's gender, race, ethnic origin, disability, veteran status, age
• Applications of non-hires

B. Medical Related:

• Medical information of kind, including Worker's Compensation Claims, Reports of Injury, and Return to Work. The only exception is as required under the accommodation provision of ADA.

Authorized Retention:

1. All original records in group A are to be sent to Campus Human Resource Services. Copies of group A records CANNOT be made or kept in department offices. Any copies that departments have are to be destroyed as confidential records.
2. Employee records created or maintained as part of the monitoring and surveillance activities of the campus offices of Environmental Health and Safety, Risk Management, or other named offices responsible for such activities as hazardous waste, worker's compensation, industrial hygiene, radiation safety etc., are to be retained by those offices.

Any original medical records that may be in other University offices that relate to the above activities are to be sent to the appropriate campus office. Copies of medical records CANNOT be made or kept in department offices. Any copies that departments may have are to be destroyed as confidential records.

If there are any questions regarding where such records are to be sent, contact Human Resource Services for guidance.