Policies & Procedures
To view a policy or procedure, click on the corresponding tab below:
- The Americans with Disabilities Act (ADA)
- Age Discrimination in Employment Act (ADEA)
- The Equal Pay Act
- Executive Order 11246
- The Family and Medical Leave Act (FMLA)
- The Fair Labor Standards Act (FLSA)
- The Rehabilitation Act
- Title VII of the Civil Rights Act of 1964
- Immigration Reform and Control Act (IRCA)
- Occupational Safety and Health Act (OSHA)
- The Employee Retirement Income Security Act (ERISA)
- The Vietnam Era Veterans’ Readjustment Assistance Act of 1974
The table below includes various types of records, the length of time those records must be retained, and the law requiring the records retention. In many cases, several laws require that a particular record must be maintained. In those cases, the law with the longest records retention requirement is listed.
Type of Record | Length of Retention | Applicable Law |
Applicant tracking information | one year* | ADA, ADEA, and Civil Rights Act |
Medical records | one year** | ADA, ADEA, and Civil Rights Act |
Promotions, demotions, and transfers | one year* | ADA, ADEA, and Civil Rights Act |
Reduction in headcount (Layoffs) | one year | ADA, ADEA, and Civil Rights Act |
Employee terminations | one year | ADA, ADEA, EO 11246, and Civil Rights Act |
Offer and hire records | one year* | ADA, EO 11246, Civil Rights Act, Veteran's Act |
EEO-1 and Vets-100 reports | one year | ADA, EO 11246, Civil Rights Act, Veteran's Act |
Job opening submitted to a state agency | one year | ADEA |
Time cards | three years | ADEA and FLSA |
Payroll records | three years | ADEA, Equal Pay Act, FMLA, and FLSA |
Job advertisements and internal job postings | one year | ADEA, FLSA and ADA |
Employment contracts | three years | Equal Pay Act and FLSA |
Qualified plan (welfare or retirement) records | six years | ERISA |
Biographical data (name, address, birth date, sex, etc.) | three years | FLSA and FMLA |
Employee pay and benefit plans | three years | FMLA |
Family leave of absences | three years | FMLA |
Record of employee disputes | three years | FMLA |
INS Form I9 | latter of three years after hire or one year after termination | IRCA |
Records and logs of occupational injuries | five years | OSHA |
Employee exposure to toxic substances | 30 years after termination | OSHA |
Apprenticeship records | latter of two years or the duration of the program | Title VII of the Civil Rights Act of 1964 |
Discrimination charges and related records | latter of one year after employee terminates or when the charge is resolved | Title VII of the Civil Rights Act of 1964 and ADEA*** |
*If, while completing the Affirmative Action Plan, an “adverse impact” is discovered, then the records must be maintained until two years after the adverse impact is eliminated.
**Medical records related to a leave granted under the Family and Medical Leave Act (FMLA) must be maintained for three years.