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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules Human Resources
7401 Administration

7401-01         PERSONNEL FOLDERS                  

This is the official copy of the personnel file for active, pensioned, separated and deceased employees and is used to document employee work history. Record consists of: individual’s application; personal information (non-medical); selection materials; promotions, demotions, transfers; salary information; performance evaluations; training and certification documentation; tuition reimbursement records; notifications of disciplinary action and termination of employment; other records related to status, tenure and work history.
 
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        Yes
Record Copy?       Yes
 
RETENTION:       10 years after separation
AUTHORITY:      OAR 166-200-0090(7)
 

7401-02         TEMPORARY EMPLOYEE RECORDS

Series is used as the personnel file for temporary employees since they do not have a personnel folder.  Record includes application and hiring papers and may include other documentation pertinent to the employee’s employment.
Confidential?        Consult City Attorney's Office for assistance before releasing information.
 
Vital Record?        No
Record Copy?       Yes
 
RETENTION:       10 years after separation
AUTHORITY:      OAR 166-200-0090(7)
 

7401-03         EMPLOYEE MEDICAL RECORDS

Series consists of employee medical records (except Hazard Exposure Records) maintained separately from the Employee Personnel File in compliance with the Americans with Disabilities Act (ADA).  Records are confidential medical records including medical examination records, physician statements, release consent forms, Workers Compensation records, and Family and Medical Leave Act of 1993 (FMLA) and Oregon Family Leave Act (OFLA) records.  Contents of this file should conform to HRAR 1.06 EMPLOYEE MEDICAL FILES.  Note: employee hazard exposure records are maintained in a separate medical file at the bureau level.  See section 1004 of General Retention Schedule.

Confidential?        Consult City Attorney's Office for assistance before releasing information

Vital Record?        Yes

Record Copy?       Yes

 

RETENTION:       10 years after separation

AUTHORITY:      OAR 166-200-0090(9)

 

7401-05         EMPLOYMENT ELIGIBILITY VERIFICATION RECORDS (I-9)

Series consists of federal form required by the Immigration & Naturalization Service (INS) to verify work eligibility within the United States . I-9 form includes employee name, address, date of birth, social security number, work status, employee signature, and employer review and verification.
 
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        No
Record Copy?       Yes
 
RETENTION:     3 years after date of hire or 1 year after employee separation, whichever is longer.
AUTHORITY:   OAR 166-200-0090(10)

Contact Information
Archives & Records
1800 SW 6th Ave, Suite 550
Portland, OR 97201
phone: 503-865-4100 (new)

 

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