DOCUMENTS MAINTAINED IN HR RECORDS AND DEPARTMENTAL PERSONNEL FILES AND RETENTION AND ACCESS PROCEDURES

The Georgetown University Human Resources (HR) Department maintains the official employment records of non-academic staff (exceptions noted in HR Records Maintenance, below). Certain laws govern employer records and cover: 1) what documents must be kept, 2) how they must be maintained, 3) how long they must be kept, 4) how they should be destroyed, and 5) what documents may NOT be included The attached matrix indicates where employee records are held and includes a section entitled Department File which is intended as a guidance to departments; this list includes some documents that are also kept in the HR Records and is not intended to exclude departments from retaining other documents that are on the HR Records list but not specifically mentioned under Departmental File. Departments should forward original copies of employment-related information to HR when they create or receive it. Questions regarding what information is to be forwarded should be referred to the appropriate HR Generalist. The University Record Retention Policy, available online at http://www9.georgetown.edu/finaff/policy/rec_rtnt.pdf, addresses the retention and disposition of records, including personnel file documentation, to comply with local, state and federal laws. Section 100.7 specifically addresses Personnel Files University forms that are used for a number of different types of transactions should be accompanied by supporting documentation for clarification; such documentation should: 1. Identify the employee and related parties to the transaction (e.g., Mary Smith is receiving money from Department XXXX) 2. Identify subject matter, amounts (number, cost, etc) and terms associated with the transaction (e.g., Mary Smith is receiving $1,000.00 for doing 50 contracts, which took her 20 hours of work over 4 weeks)

Page 2

3. Any relevant information not reflected on the transaction form (e.g., the decision to engage Mary Smith was originally made by the prior Department Head) HR RECORDS MAINTENANCE Main Campus, Medical Center, University Services Employee records, with the exception of faculty and some AAPs, are maintained by the HR Records Supervisor (Cozetta Berry). HR staff scan the documents into Application Extender. Hard copies are maintained at Save-A-File storage. Law Center Employee records, including faculty records, are housed in the Payroll Office at the Law Center. Currently, Scott Roberts is working to add Application extender capability to the Law Center. FILE ACCESS PROCEDURES Employees on the Main Campus, Medical Center, and in University Services can request access to their files by contacting the HR Records Supervisor to set up an appointment. Employees view their records on the computer screen of the HR Records Supervisor. Within reason, copies of documents are available to employees at their request. Law Center staff employees are able to access non-electronic records by contacting their HR Generalist, Roberta Kelley Henderson. Contacts for accessing Faculty/AAP records: Main Campus, Faculty/AAP - Derreck Brown, Director, Faculty Records/Appointments. Medical Center Faculty - Jeanne Walther, Associate Dean, Resource Management & Registrar. Medical Center, AAP - Cozetta Berry Law Center, Faculty/AAP - Melvinia Towns, Payroll Manager for the Law Center. April 2009