State Archives
and Records Commission
Public Records
Division
Kentucky
Department for Libraries and Archives
IND=Indefinite
V=Vital Record P=Permanent C=Confidential Record
| Series Number |
Title |
Retention (Years)
|
Disposition |
| U0600 |
Accident Report File - (Original) |
3
|
Destroy |
| U0601 |
Agreement for Salary Reduction
(Employee)(C) |
3
|
Destroy after audit |
| U0602 |
Applicant Referral Log |
2
|
Destroy |
| U0603 |
Bookstore Charge Slip |
3
|
Destroy after audit |
| U0604 |
Bureau of Labor Statistics Log
and Summary of Occupational Injuries and Illnesses |
5
|
Destroy |
| U0605 |
City Tax Reports |
4
|
Destroy after audit |
| U0606 |
Deduction Listings |
4
|
Destroy |
| U0607 |
Earnings Records |
4
|
Destroy |
| U0608 |
Earnings Records - Students |
Ind.
|
Destroy thirty years after graduation
or last date of attendance |
| U0609 |
Employee Exit Interviews |
Ind.
|
Destroy five years after termination
of employment with the University |
| U0610 |
Employee Insurance File |
Ind.
|
Maintain current file. Destroy
balance when obsolete |
| U0611 |
Federal Tax Reports |
4
|
Destroy after audit |
| U0612 |
First Report of Injury or Illness
File |
Ind.
|
Destroy files which do not result
in a claim three years after report date. Those which result in a claim
should be transferred to Workers' Claims (Compensation) File (U0631) |
| U0613 |
Job Classification File |
P
|
Retain in Creating Unit |
| U0614 |
Job Description File |
P
|
Retain in Creating Unit |
| U0615 |
Leave Accrual Reports |
Ind.
|
Destroy five years after termination
of employment with the University |
| U0616 |
Non-Injury Accident Report |
3
|
Destroy |
| U0617 |
Payroll Source Document File(V)(C) |
4
|
Destroy |
| U0618 |
Payroll Vouchers |
3
|
Destroy after audit |
| U0619 |
Performance Evaluations(C) |
Ind.
|
Destroy five years after termination
of employment with the University |
| U0620 |
Personnel File (Master) - (Faculty
and Staff)(V)(C) |
P
|
Transfer to the University Archives
upon termination of employment or retain in the Unit |
| U0621 |
Personnel Policies and Procedures
- (Original) |
P
|
Retain one copy of each revision
in the Unit. Destroy excess copies at time of reissue |
| U0622 |
Request for Payroll Refund File |
3
|
Destroy after audit |
| U0623 |
Request for Tuition Waiver File |
3
|
Destroy after audit |
| U0624 |
Retirement Reports |
P
|
Retain in Creating Unit |
| U0625 |
Salary Distribution File - Duplicate |
2
|
Destroy |
| U0626 |
Social Security Reports |
3
|
Destroy after audit |
| U0627 |
Tenure/Track Applications - Not
Accepted(C) |
2
|
Destroy |
| U0628 |
Time and Attendance Reports |
3
|
Destroy after audit |
| U0629 |
Vacancy Reporting Form |
Ind.
|
Destroy three years after vacancy
is filled |
| U0630 |
W 4/K 4 File - (Students) |
Ind.
|
Destroy five years after graduation
or last date of attendance |
| U0631 |
Workers' Claims (Compensation)
File - Duplicate |
Ind.
|
Destroy three years after case
closure |
| U0632 |
Vacant Faculty Position Retention
Form |
2
|
Destroy after position is approved,
filled or denied, and audit |
| U0633 |
Position Control Form |
4
|
Destroy after audit. NOTE: Destroy
unit copies when superseded |
| U0634 |
Description of Available Position |
Ind.
|
Destroy five years after inactivation
of position and audit |
| U0635 |
Affirmative Action/Equal Opportunity
- (Used to collect demographic data on job applicants (C) KRS 61.878 (1)
(a)Change Date: 3/9/00 Administrative Change Date: 6/8/00 - (To change disposition) |
3
|
Destroy |
| U0636 |
Justification of Waiver Request
File |
Ind.
|
Destroy three years after position
is filled |
| U0637 |
Search Committee Form |
Ind.
|
Destroy three years after search
is concluded |
| U0638 |
Request to Interview Candidate
(Documents that the search committee has received permission to interview
certain candidates for specific positions) Change Date: 3/9/00 Administrative
Change Date: 6/8/00 - (To change disposition) |
3
|
Destroy |
| U0639 |
Interim Affirmative Action Report
(C) |
Ind.
|
Destroy three years after search
is concluded |
| U0640 |
Summary of Affirmative Action
Process |
Ind.
|
Destroy three years after search
is concluded |
| U0641 |
Preferred Candidate Identified
Form (C) |
Ind.
|
Destroy three years after search
is concluded |
