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General Description: Records relating to the hiring, employment, safety, benefits, compensation, retirement and termination of district employees. The specified retention period applies to the information contained within the record, regardless of the physical format of the record (paper, microfilm, computer disk or tape, optical disk, etc.).

See Schedule 15 Compliance with Regulatory Requirements.

Agreements resulting from collective bargaining negotiations and supporting documentation such as general correspondence; records relating to the selection of negotiators, mediators and arbitrators; negotiation session agendas, notes, recordings and summaries, etc.

Collective Bargaining Agreements and Agreements

Retention: 3 years after expiration [29 CFR 516.5]

Employment Contracts

Individual employment contracts or where contracts or agreements are not in writing, a written memorandum summarizing the terms.

Retention: 3 years after expiration [29 CFR 516.5]

See Schedule 15 Compliance with Regulatory Requirements.

15.40 Benefits Records  

Records pertaining to fringe benefits, insurance coverage and benefit plans for employees.

Group Health Insurance – Continuation of Coverage

Records showing that covered employees, their spouses and dependents have received written notice of continuing group health insurance and COBRA¹⁵ rights, and whether the covered employees, spouses and dependents elected or rejected coverage.

Retention:  3 years + current ¹⁶

Records pertaining to fringe benefits, insurance coverage and benefit plans for employees.

Retention: 3 years + current

Benefit Plans

Documentation relating to employee health, dental, vision and other insurance plans; Social Security, pension, deferred compensation, Individual Retirement Accounts, money purchase plans, retirement and similar plans; including a benefit plan description and/or a summary benefit plan description.

Retention: Full period that plan or system is in effect, plus 1 year after termination of the plan [29 CFR 1627.3]¹⁷

Benefit Reports  

Reports detailing the status of employee benefits, such as the amount of flex time remaining.

Retention:  3 years + current

Employee Insurance Claims 

See 5.240.D, Employee Insurance Claim Records.

Plan Basis

Records providing the basis for all required plan descriptions and reports necessary to certify the information, including vouchers, worksheets, receipts, applicable resolutions.

Retention: Not less than 6 years after filing date of documents [29 USC 1027 and 29 CFR 2520]

Fidelity, surety, blanket or other bonds intended to guarantee honest and faithful performance of officials such as district board members or the treasurer [CRS 32-1-901, CRS 32-1-902].

Retention: 6 years + current after term expires

Affirmative Action Compliance

Records relating to the special district’s compliance with Title VII of the Civil Rights Act [29 CFR 1602].

Affirmative Action Plan

Retention: Permanent

Affirmative Action Records

Records of requests for job applicant's reasonable accommodation applications, hiring, promotion, demotion, transfer, layoff, termination, rates of pay, selections for training or apprenticeship.

Retention: 2 years¹⁸ [29 CFR 1602.31]

Report EEO-4

Records submitted to the Equal Employment Opportunity Commission (EEOC) documenting compliance with EEOC requirements by special districts with 15 or more employees.

Retention: 3 years [29 CFR 1602.30; 29 CFR 1602.32]

Americans with Disabilities Act (ADA) Compliance

See Schedule 15 Physical and Medical Records.

Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA) Compliance

See Schedule 15 Benefits – Group Health Insurance – Continuation of Coverage.

Family and Medical Leave Act (FMLA) Compliance

See Schedule 15 Physical and Medical Records.

Occupational Safety and Health Act (OSHA) Compliance

See Schedule 15 Physical and Medical Records.

15.65 Driver's License Verifications

Records of periodic checks by the municipality that employees have the appropriate valid drivers' licenses

Retention:  Until completion of subsequent verification, or until separation from employment, whichever comes first

Documentation of an individual employee's work history, including information regarding active and terminated employees maintained because of the employer-employee relationship, such as records pertaining to age, address, telephone number and social security number; notices of appointment; tuition reimbursement; classification questionnaires; commendations; disciplinary and personnel actions relating to the employee, including hiring, evaluation, demotion, promotion and termination of special district employees; letters of commendation; letters of resignation; emergency notification forms; oaths of office; job-related training documentation; beneficiary designations; performance evaluations; salary documentation; beneficiary designations; selection of benefit plans, etc. [CRS 24-72-202(4.5)].  See also other employee and personnel records listed elsewhere in Schedule 15. 

Retention: 10 years after retirement or separation, provided that records relating to hazardous material exposure are retained 30 years after separation.¹⁹

Duplicate Copies:  Consult with custodian of record copy of special district employee records regarding proper transfer or disposal of departmental employee records upon termination of employment 

Records and documentation relating to employment of temporary and seasonal employees, except for payroll and fiscal information.

Retention: 3 years after termination, except payroll and fiscal records

See Schedule 5 Accounts Payable Records.

See Schedule 15 Payroll Records.

Records of personnel grievances filed by employees.

Retention: 3 years + current after settled]

See also Schedule 15 Physical and Medical Records and Workers' Compensation.

Hazardous Materials Exposure

Records of any personal or environmental monitoring of exposure to hazardous materials, lead and asbestos, chemicals, toxic substances, noise, dust, heat, cold, repetitive motion, blood-borne pathogens, biological agents, bacteria, virus, fungus, radiation, or other dangerous work-related conditions.

Retention: 30 years after separation [29 CFR 1910.1020 and 15 USC 2622]

HIPPA Authorizations for Release of Information
Employee (patient) authorizations for release of protected information.

Retention: 6 years from date of creation of the record

Material Safety Data Sheets (MSDS)

Employers must have a MSDS on file for each hazardous chemical they receive and use and ensure copies are readily accessible to employees in their work area. Employer must keep records of chemicals used, where they were used and for how long [29 CFR 1910.1200].

Retention: Until superseded or 1 year + current after chemical is disposed of or consumed, provided the employer retains some record of the identity (chemical name if known) of the substance or agent, where it was used, and when it was used for at least 30 years.

Safety Committee Records

See Schedule 7 Committees – Internal.

Safety Policies and Procedures

See Schedule 7 Policies and Procedures Documentation.

Safety Training Information

Manuals, handbooks and similar documentation of safety training provided to employees.

Retention: 1 year + current

Record of verification of citizenship and eligibility to work in the United States, including verification documentation that establishes identity and eligibility (Immigration and Naturalization Services Form I-9, Employment Eligibility Verification Form); applies to all employees hired after November 6, 1986.

Retention: 3 years from date of hire or 1 year after separation, whichever is later [8 CFR 274a.2]

See Schedule 15 Benefits and Schedule 5 Insurance Records.

Advertisements of Job Opportunities

Advertisements and announcements regarding job openings, promotions, training programs or overtime work.

Retention: 1 year + current [29 CFR 1627.3]

Applications for Employment and Supporting Documentation

Applications, resumes and supporting documentation and other replies to job advertisements, including applications for temporary positions.

Retention: 2 years from the date record was made or human resource action was taken, whichever is later 29 CFR 1627.4, 29 CFR 1602.14

Applications for Employment – Not Hired

Applications, resumes and supporting documentation submitted for special district employment by individuals not hired.

Retention: 2 years from the date of the making of the record or the personnel action involved, whichever occurs later [29 CFR 1602.31]

Examinations

Tests administered by the special district in connection with screening job applicants to determine aptitude or skills.

Retention: 2 years + current from the date of making record or action, whichever occurs last [29 CFR 1602.31, 29 CFR 1627.3 and 29 CFR 1607.4]

Job Descriptions and Specifications

Written descriptions of duties performed, qualifications and physical requirements for district positions.

Retention: Until superseded

Polygraph Records – Job Applicants

Retention: 2 years + current

Polygraph Records - Routine (Not Job Related)

Retention: Until administrative need ends

Oaths of office taken by elected or appointed district officials [CRS 32-1-901].

Retention: Term of office + 1 year

Basis of Pay²⁰

Records pertaining to additions or deductions from wages paid; the basis on which wages are paid; earnings per week; records containing employee's name, address, date of birth, occupation, rate of pay and compensation earned per week; includes payroll records pertaining to both FLSA-Exempt and FLSA-Non-Exempt Employees.

Note: The basis on which wages are paid must be documented in sufficient detail to permit calculation for each pay period including benefits and prerequisites. The records may include payment of wages, wage rates, job evaluations, merit and incentive programs and seniority systems. The basic reason for these records is to give the Wage-Hour Division an indication on whether or not sex discrimination exists.

Retention: 3 years [29 CFR 516.5]

Compensation Plans

Pay Plans

Written plans outlining job titles and pay scales for district employees.

Retention: Permanent

Seniority or Merit Systems

Retention: For the full period the plan or system is in effect plus 1 year [29 CFR 1627.3]

Credit Union Deduction Requests

Retention: 1 year after superseded²¹

Direct Deposit Reports

Retention: 1 year + current

Employee Longevity Reports
Report related to individual employee.

Retention: 10 years after separation

Garnishments

Documentation of requests and court orders served on the special district to withhold the wages of employees for garnishments, tax levies, support payments and other reasons.

Retention: 3 years

Leave Records

Balance Reports

Year-End

Retention: Duration of employee file

Other Periodic Reports

Retention: 2 years

Leave Requests

Applications submitted by employees for sick, vacation, compensatory, personal business, family and medical leave, long-term leave and other leave time.

Retention: 1 year + current

Pay Plans

See Compensation Plans above.

Payroll Reports

Employee Longevity Reports

Retention: Permanent

End of Pay Period

Retention: 1 year + current

FICA Reports – Quarterly

Retention: 6 years + current

Quarterly

Retention: 2 years + current

Year-End

Retention: 6 years + current provided Payroll Register is retained permanently

Payroll Tax Records

Records of collection, distribution, deposit and transmittal of federal and state income taxes, including federal miscellaneous income statements (1099), request for taxpayer identification number and certificate (W-9), employer's quarterly federal tax return (941, 941E) and other similar federal and state forms.

Retention: 5 years + current

Register – Payroll [Year-End]

Documentation of the earnings, voluntary and required deductions and withholdings of district employees.

Retention: Permanent

Salary Surveys

Studies and surveys conducted by the district or its agents to gather comparative salary information for district positions in comparable organizations.

Retention: 3 years + current

Time Worked Records

All basic time and earnings cards or sheets and work production sheets of individuals where all or part of the employee's earnings are determined.

Retention: 5 years + current [CRS 8-72-107]²²

Wage-Rate Tables

All tables or schedules (from their last effective date) of the employer which provide the piece rates or other rates used in computing straight-time earnings, wages, or salary, or overtime pay computation.

Retention: 2 years; however the Department of Labor may request records back 3 years [29 CFR 516.6]

W-2 Forms

Annual wage and tax statements documenting individual employee earnings and withholdings for state and federal income taxes and social security tax.

Retention: 4 years + current

W-4 Forms

Withholding allowance certificates documenting exemption status of individual district employees.

Retention: Throughout employment

Actuarial Reports

Reports by actuaries concerning the financial soundness of a pension plan.

Retention: Permanent

Pensions Awarded

Records of applications for pensions, determinations regarding award of pensions and actuarial calculations for the pension.

Retention: Permanent

Pension Plans

See Schedule 15 Benefits – Benefit Plans.

Retirement Files 

Records containing calculations and supporting documentation regarding retirement eligibility, retirement amounts and other information pertaining to current and potential future pensions.

Retention:  10 years after retirement benefits are no longer paid or after eligibility for retirement benefits ceases, whichever is later

 

Records documenting an individual employee's work-related medical history [29 CFR 1630.14]. Note: These records are not personnel records and must be kept physically separate from employee personnel records in a separate location as required by the Americans with Disabilities Act. See also Schedule 15 Health and Safety Records.

Age Discrimination in Employment Act (ADEA) and Americans with Disabilities Act (ADA) Records

Records required to be retained under Age Discrimination in Employment Act (ADEA) and Americans with Disabilities Act (ADA) containing results of physical examinations considered in connection with personnel actions.

Retention: 1 year [29 CFR 1627.3]

Family and Medical Leave Act (FMLA) Records

Records required to be retained under Family and Medical Leave Act (FMLA); includes an FMLA leave request relating to medical certifications, recertification or medical histories of employees or employees' family members. These records shall be maintained in separate files/records and be treated as confidential medical records, except that supervisors and managers may be informed regarding necessary restrictions and accommodations, not the nature of the condition, first aid and safety personnel may be informed (when appropriate) if the employee may/might require emergency treatment, and government officials investigating compliance with FMLA shall be provided relevant information.

Retention: 3 years [29 CFR 825.500]

Occupational Safety and Health Act (OSHA) Records

Records required under Occupational Safety and Health Act (OSHA), including complete and accurate records of all medical examinations required by OSHA law. Note: These records may be retained by the medical provider.

Retention: Duration of employment + 30 years, unless a specific OSHA standard provides a different time period [29 CFR 1910.1020]

Handbooks, manuals, directives and other written statements or summaries of policies and procedures governing personnel and human resource matters pertaining to employment with the special district. See also Schedule 7 Policies and Procedures Documentation.

Retention: Until updated, except retain permanently all documentation that would be useful in establishing past policies or procedures in settling personnel disputes

Recruitment and Interviewing Procedures

Guidelines for recruitment and interviewing processes for hiring of district employees.

Retention: 1 year + current

See Schedule 7 Legislation and Regulatory Actions.

See Schedule 15 Pension Records and Payroll Records.

See Schedule 15 Health and Safety Records.

Facsimile signature certificates of any authorized district officer that are filed with the Secretary of State's office for authentication and verification of the signature of the official on district documents.[CRS 11-55-103]

Retention: 1 year after end of employment or board service

See Schedule 15 Benefits – Benefit Plans.

See Schedule 15 Job Records.

Information presented to orient new employees regarding policies and procedures.

Retention: 1 year + current

Injury reports and supplemental reports and claim records for workers' compensation.  See also 5.240.E, Insurance Policies. 

Retention: 6 years + current

2008 Colorado Special Districts Records Retention Schedule Main Page

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