I am wary of letting the paper documents out of my sight. Shouldn’t I keep a copy until I know that the image has been filed in the system?
No. Keeping paper copies of documents sent for scanning is unnecessary and inefficient and out of compliance with AF Administrative Memo 103. The vendor is our trusted business partner. Making copies not only creates waste, but additional work as it will require shredding and tracking. Your time is better spent verifying the accuracy of your cover sheets. The vendor will have the imaged documents in the HR Records Portal within a few days and will store the original documents in their warehouse for ninety (90) days.
What if I have a document type that is not included on the list?
Contact HR at 556-6381 or email@example.com.
What belongs in a Personnel File?
Examples of items that belong in a personnel file include (but not limited to) documents related to pre-employment or onboarding, data updates, performance management, court orders, compensation or separation. See the [Personnel Records Policy] and the [comprehensive list].
What DOES NOT belong in a Personnel File?
Examples of items that do not belong in a personnel file include medical records of any kind, FMLA paperwork and investigatory files. See the [Personnel Records Policy] for more information.
How should search committee files be stored (emails, discussions, notes, interview questions, minutes of meetings, etc.)?
The chair of the search committee should maintain a file of the committee’s activities for three years following the conclusion of the search. After three years the contents of the file should be shredded.
As a manager, I maintain information for each of my employees during the year. This information is useful in acknowledging an employee’s accomplishments and provides updates on their performance. Should this information be scanned?
No, but please contact HR at 556-6381 or firstname.lastname@example.org with questions.
Who do I contact for assistance with the HR Records Portal?
Contact AFIT at 556-1477 or email@example.com.
Who do I contact if I cannot view a document in the HR Records Portal?
Contact HR at 556-6381 to research the problem.
Will an employee’s entire personnel file be stored in the HR Records Portal?
No. Employees who have worked at UC for many years may not have all of the personnel records in the HR Records Portal. Comprehensive records of those employees with hire dates 2009 or after should be filed in the HR Records Portal.