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Case Western Reserve University
Records Disposition Schedule

 

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Do not destroy records that are part of - or you are aware that they will be part of - any legal action, audit, investigation, or review.

 

Staff Employment Records

Description Documents the process of hiring new employees, including
  • Position and salary grade approvals
  • Recruitment
  • Search Committees
  • Candidate interviews
  • Pre-employment requirements

Documents employee work history, including
  • Hiring, promotion, transfers, termination
  • Evaluation and compensation
  • Training and certification

Documents review of hiring processes for compliance with Affirmative Action/EEO requirements

Documents actual hours worked by employees and types and amounts of leave taken

Confidential Information Present

Salary
Employee evaluations

Office of Record 

Human Resources
Payroll (See also Controller's Office Retention Schedule )

Other Offices  Convenience copies maintained by other units should be destroyed by shredding or file wiping when no longer needed for administrative purposes. Convenience copies should be kept no longer than the periods specified for the Office of Record.

Recruitment Records: Keep 3 years after hire, then destroy. Destroy by shredding or file wiping if confidential information is present.

Note: Job descriptions, applications, credentials and related documents of the candidate hired should be transferred to the new employee’s employment file.

  • Staff Employment Requisitions
  • Job postings, announcements, advertisements
  • Candidate Logs, interview notes, candidate applications, resumes, letters of recommendation, test results
  • Related correspondence, including email
EEO Review Records: Keep 6 years after hire, then destroy. Destroy by shredding or file wiping if confidential information is present.
  • Affirmative Action Recruitment Strategy Checklists
  • Affirmative Action Approval for Candidates
  • Related correspondence, including email
Time and Attendance Records: Keep 5 years after fiscal year, then destroy. Destroy by shredding or file wiping if confidential information is present. This schedule does not apply to grant-related records.
  • Time sheets and cards
  • Attendance forms
  • Absence reports
  • Overtime authorization
  • Vacation and non-medical leaves of absence forms
  • Related correspondence, including email
Employment Records: Keep 6 years after separation, then destroy. Destroy by shredding or file wiping if confidential information is present.
  • Job applications, resumes, offer and acceptance documents
  • Letters of recommendation
  • Performance reviews
  • Job descriptions
  • Awards and commendations
  • Emergency contact information
  • Personal information (e.g., name changes)
  • Employment Eligibility Verification Form (I-9)
  • W-4 forms
  • Training requests, approvals, reports, certifications
  • Related correspondence, including email
Notes This schedule does not apply to key administrative staff, currently classified as salary grades 18 and above.
Effective Date

December 2006

Revision Date not applicable

 


Do not destroy records that are part of - or you are aware that they will be part of - any legal action, audit, investigation, or review.

 

 

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questions or comments? please contact archives@case.edu

Collections FAQ

Why isn't the book on the shelf?
Find out where a book is before you go to the shelf. Search the Case Catalog to see what it says like
- "Check Shelves" (look on the shelves, find it, & check it out);
- "Just Checked In" (ask staff for help, it's nearby, but too soon to be back on the shelves yet);
- "Off Campus" (out at an OhioLINK school);
- "Due mm/dd/yyyy" (it’s checked out until that date.) 
Tip: If it is not available, order an OhioLINK copy
Can I return books to a different Library?

Return Case or OhioLINK items to any Case library, yes. Case libraries have different hours, so your book might not get checked in on the day you return it if you use a bookdrop.

Return the CPL@Case-KSL books only to KSL, so the collection is here for you & others. Case libraries are not responsible for returning other local libraries’ books. Returning public library books here will not check them off of your account at those libraries.

What does "Check Shelves" mean?
"Check Shelves" means it is supposed to be on the shelf. If it isn’t there, double-check what the Case Catalog currently says to make sure that nobody else has checked it out or has kept it out too long.
How long does reshelving take?
The times are different, depending on what is being reshelved and what time of semester it is. KSL goal: to reshelve journals within 24 weekday hours, reshelve books within 48 hours. During peak times (end of semester) the time can be longer. Ask staff at the Main Service Desk for help.
How do I reserve a book?
Books are on the shelves for anyone who needs them, and are not reserved for individual use. If our book is checked out, order a copy from the OhioLINK.
Where are the UL Storage Stacks?
KSL has a university center half a mile from KSL, where lesser used or brittle books are kept, and the catalog search screen will display "UL Storage." You can visit the Center during daytime hours, or use an online request form to bring back the item to KSL. The center is now called RRCC (Retrospective Research Collections Center.)
Can I get a book or video on a specific date?
Yes, Case faculty, staff, & students can find out more details and use a convenient online request form for Book a Video or DVD  (KSL’s other collections are available only on a first-come basis for everyone, and cannot be booked ahead of time.)
What does a Book on Order mean? When will it get here?
When the catalog item displays “1 copy ordered for (library name)” the item is already in the library getting the final processing labels, etc., and will soon be on the shelf! Ask staff if there are other copies avaialable in OhioLINK in the meantime, or if you have an urgent need.
What is a PIN?
Your PIN is not assigned, you choose what it is and enter it on the Case Catalog at “View Your Library Record,” following the instructions. A Case Library PIN is a Personal Identification Number that protects your information, just like your bank ATM asks for a similar security PIN.
How do I get a library account & where can I look at it?
Case faculty, staff, and students automatically have online library accounts. You can look at it on the Case Catalog under “View your library record.” Use your library account to renew items on line and keep track of what you have checked out or ordered from OhioLINK or RRCC or Iron Mountain sites. Your Case ID is your library card!

View All FAQs

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