Series Title (Agency Series #): Description, Retention (Legal Citation)
Employment Eligibility Verification Forms (DOH50-001): Documents department compliance with INS regulations requiring verification of an employee's right to work in the United States. Records include INS form I-9 and copies of related identification documentation. May also include related correspondence. Information includes employee's name and address, employee's signed attestment that s/he is providing true information, employer's signed verification of employee's identification and necessary documentation, and revision information.
Retention: Retain 3 years after date of hire or one year after employment ends, whichever is later. (MOAR 166-150-0160(13))
Individual Employee Medical Records (DOH50-002): Employee medical information required to be maintained separately from the employee's personnel records by the Americans with Disabilities Act. Records include Family and Medical Leave Act requests, worker's compensation information, physical examinations, drug and alcohol test results, medical inquiries and doctors' or other physical or mental health providers' assessments, any medical leave of absence documentation which includes medical reasons for the leave, and any other similar types of information.
Retention: Hazard exposure records: retain 30 years after separation; all other records: Retain 6 years after separation. (MOAR 166-150-0160(9))
Individual Employee Personnel Records (DOH50-003): Records may include original and subsequent employment applications, personnel actions, personnel information documents, combined turnaround sheets, employee history forms, resignations, discharges, certification lists, settlement agreements, recommendations and commendations, disciplinary actions, merit ratings, overtime information, performance evaluations, training records, professional and technical certifications and awards, leave of absence requests, emergency notification form, bus pass information, resume, correspondence, and related records.
Retention: Disciplinary actions: retain 3 years or as specified by union contract; all other records: retain 6 years after employee separation. (MOAR 166-150-0160(10))
Personnel Correspondence (DOH50-004): Documents administration of division personnel. Records include reports, correspondence county employee services, correspondence with state and federal agencies, affirmative action plans and reports, classification studies, labor and employee relations information, service awards, general job descriptions, letters of resignation, requests to hire, coding timesheets, FMLA requirements, and related information.
Retention: Retain 3 years. (MOAR 166-150-0005(8))
Recruitment And Selection Records (DOH50-005): Records related to the recruitment and selection process for filling open positions within the department. Records include position recruitment announcements, applications, examinations (including keyed copy of written examination, scoring criteria, oral board questions and scoring criteria, performance examination and scoring criteria), rater certification from oral board members, adverse impact analyses, master eligible list, applicant summary report from TRAC, applicant flow report from TRAC, record of any candidate challenges and resolution, certification of eligible, documentation of the selection process, and related correspondence. Also includes "inactive applications."
Retention: (a) Retain announcement records, position description, and records documenting creation of test and rating scale 10 years (b) Retain unsolicited application and resumes 3 months if not returned to solicitor (c) Retain unsuccessful applications and other records 3 years after position filled or recruitment cancelled. (MOAR 166-150-0160(23))