Records Retention for Human Resources Files

Official personnel files are kept in Suite 450 SH-DH and with the University’s Records Department at 3401 Walnut Street, 5th Floor.

Employee files should be destroyed immediately after the employee leaves the department.  Documents that may not be in the official personnel file should be sent to Wharton Human Resources.

Copies of I9 forms, medical information and reference checks should never be kept in an employee file.  Original I9,  reference forms and medical documentation  should be sent to Wharton Human Resources.

Workers Compensation information should not be kept in an employee file.  Documentation should be sent to the University’s Risk Management Department.  Copies may be kept in a separate file labels “Workers Compensation”.

Notes from performance discussions should be sent to Wharton Human Resources immediately after the employee leaves the department.

Copies of performance evaluations should be destroyed immediately after the employee leaves the department.  Originals are kept in the University’s personnel file and a copy is in the employee’s file in Wharton Human Resources.

Information regarding compensation should be destroyed immediately after the employee leaves the department.  This includes the employment letter, requests for salary adjustments/reclassifications, annual increase and bonus letters, and additional compensation forms.  Copies are kept in the employee’s file in Wharton Human Resources.

Personal information should be destroyed immediately after the employee leaves the department.  This includes resume, new hire paperwork, emergency contact information, personnel/payroll screens, accommodation letters, etc.

Documentation or computer screens that show a social security number should never be available to anyone who does not have an immediate need to see it.  Any documentation with SS# should be shredded immediately after the employee leaves the department.

Copies of references should not be kept in the department.  Originals are sent to Wharton Human Resources.

Information can be incorporated into the personnel file maintained in Wharton Human Resources at any time, but the employee should know it is being placed there.

Policy #201: Confidentiality of Records