Personnel Files

Departmental

Refer to NMSU HRS Employee Department Personnel File Required Documents.

  1. These files must be retained for 3 years after the employee leaves the department or retires.
  2. When the files have met their 3 year retention requirement, follow the RMR Disposition and Destruction Process; complete the Request for Disposition form using Record Series 1.21.2.234, Personnel Files.
  3. If there are evaluations (in the case of faculty) in the departmental file, consider transferring these to HR to be added to the central personnel file.       (If the files have already met the retention requirements, do not send the files to HR.  Please process per RMR Disposition and Destruction process.)
  4. The following employee records should be maintained in a separate file per NMSU HRS 2/2015.  Utilize the same retention and record series as noted in 1 & 2 above
    • Medical Records (doctors notes, workers’ comp information, ADA accommodation notices and anything medically related)
    • Benefits Files (if applicable)

Note: Form I-9 should not be maintained in Departmental files. Original to be forwarded and maintained by Central Human Resource Services.

Applications for Employment

Departments are not required to print copies from PeopleAdmin. If Application packets are printed and annotated, the packet then becomes part of the departmental record and should be handled as noted below.

Rejected Applications

Include all interview Q&A, notes and scoring as applicable.

  1. These files must be retained for 2 years after the position has been filled.
  2. When the files have met their 2 year retention requirement, follow the RMR Disposition and Destruction Process; complete the Request for Disposition form using Record Series 1.21.2.107, Denied, Rejected or Withdrawn Records.

Search Committee Files

For Search Committee files for Dean/VP level or above:

  1. These are to be transferred to NMSU HRS. Email TeamHRS@nmsu.edu for instructions.
  2. There is a Transfer of Custody form for your convenience that you may use to facilitate the transfer.

For ALL other Search Committee files:

  1. The files must be retained for 2 years after the completion of the search.
  2. When the files have met their 2 year retention requirement, follow the RMR Disposition and Destruction Process; complete the Request for Disposition form using Record Series 1.21.2.107, Denied, Rejected or Withdrawn Records.

Note:  If the files have already met the retention requirements, do not send the files to HR.  Please process per RMR Disposition and Destruction process.

(Approved by NMSU HRS 11/2015)