Or. Admin. Code § 166-200-0305

Current through Register Vol. 64, No. 1, January 1, 2025

Section 166-200-0305 - Personnel-Administration

Personnel provides advice and assistance in the interpretation and application of state and federal personnel laws, policies and procedures. Personnel is also responsible for the overall management of employees and volunteers of the city. Administration is responsible for the oversight of employees and the policies used to ensure compliance with state, federal and local employment practices.

(1) Affirmative Action Records - Minimum Retention:

(a) Plans, updates and policy statements retain permanently;

(b) All other records retain 3 years.

(2) Comparable Worth Records - Minimum retention:

(a) Final study or report, retain permanently;

(b) All other records retain 5 years.

(3) Criminal Background Check Records - Minimum retention:

(a) Background check log retain until superseded or obsolete;

(b) All other records retain 90 days.

(4) Disciplinary Action Records - Minimum retention:

(a) Investigations resulting in disciplinary action or exoneration retain 3 years after resolution;

(b) Investigations resulting in termination retain 10 years after employee separation.

(5) Employee Personnel Records - Minimum retention: retain 6 years after separation.

(6) Employee Recognition/Wellness Program Records - Minimum retention: 6 years.

(7) Employee Suggestion Award Records - Minimum retention: retain 2 years.

(8) Employment Eligibility Verification Forms (I-9) - Minimum retention: 3 years after date of hire or 1 year after employee separation, whichever is longer.

(9) Equal Employment Opportunity (EEO) Compliance Records - Minimum retention: 3 years.

(10) Grievance and Complaint Records - Minimum retention: 3 years after final decision issued.

(11) Photo Identification Records - Minimum retention: Retain until updated or employee separates.

(12) Recruitment and Selection Records - Minimum retention: retain 3 years after position filled or recruitment canceled.

(13) Unsolicited Employment Applications and Resumes - Minimum retention: retain 3 months if not returned to the solicitor.

(14) Volunteer Program Records - Minimum retention: 4 years.

(15) Volunteer Worker Records - Minimum retention: 4 years after separation.

(16) Wellness Program Records - Minimum retention: 2 years

Or. Admin. Code § 166-200-0305

OSA 2-2014, f. & cert. ef. 8-7-14; OSA 22-2018, minor correction filed 11/28/2018, effective 11/28/2018

Statutory/Other Authority: ORS 192 & 357

Statutes/Other Implemented: ORS 192.005 - 192.170 & 357.805 - 357.895