Personnel File Retention

The Division of Human Resources, as the official record holder, maintains the Official Personnel files for State of Kansas Employees at Kansas State University in electronic format (ImageNow). The Official Personnel File (OPF) is maintained as described in Article 13, Records, Reports, Research and Evaluation of Personnel System, 1-13-1a, effective June 5, 2005.

Identification of the official record holder, retention of those HR personnel files and departmental personnel files are covered in the PPM 3090, Retention of Records, under the individual general categories of documents.

The office of the permanent record holder needs to ensure the records are maintained according to this schedule and it needs to follow the proper disposition procedure listed. Other offices holding duplicates and supporting documents of a record are to follow this schedule.

Records not specifically covered in the PPM are to be retained per the applicable state or federal law.

Government records, regardless of their format, are subject to the records preservation laws of Kansas. Government officials are responsible for managing records in ways that insure accessibility under the Kansas Open Records Act (K.S.A. 45-215--45-223), the confidentiality of other records as stipulated in various statutes, and the long-term preservation and access of selected records through the Government Records Preservation Act (K.S.A. 45-401--45-413) and the Public Records Act (K.S.A. 75-3501--75-3518).

The paper originals, if used in the course of business instead of the electronic copy, must be provided in that format for legal purposes. The Federal Rules of Civil Procedure (FRCP) (pdf), which lay out the procedures of civil lawsuits and govern what kinds of information and records can be demanded through discovery.  

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