Probation Department Policy/Procedure Manual
5.21 Probation Personnel Purging Files and Documents
| Location |
Support Services-Human Resources |
| Section |
N/A |
| Subject |
5.21 Probation Personnel Purging Files and Documents |
| Purpose |
This serves as a guide for purging files and documents.. |
| Effective Date |
2/23/2018 |
| Previous Effective Date |
11/1/2022 |
Separated Permanent and temporary employee admin/medical files: stored in the Casa Loma DPT office (locked file cabinet).
- Reference Temp Employee List (located in F drive, Human Resources, HR, Temp Info) compare this list when running ZHRR_EMP_HISTORY report for any employee who may have separated/retired but returned as a Temp employee.
Purge 5 years after date of last separation (see list in F drive, Human Resources, HR, File & Info to Purge).
Separated Intern files: stored in the Casa Loma DPT office (locked file drawer).
Purge 5 years after date of last separation (see list in F drive, Human Resources, HR, File & Info to Purge).
Separated employee I-9 binder: stored in the Casa Loma DPT office (locked upper cabinet).
Purge three years after the date of hire, or one year after the date employment ends, whichever is later
Annual Required Forms: stored in the Casa Loma DPT office (binders in locked upper cabinet).
Required forms are: CLETS, DMV, Countywide Information Security Program, County Vehicle Acknowledgement, and Mobile Device Acknowledgement.
Purge the required forms in binders every January and replace with updated information.
Keep prior years in the F drive, for record keeping purposes.
Interview schedules/information: stored in the Casa Loma DPT office (locked file drawer).
Continue to purge as indicated from the Casa DPT’s office until all information is destroyed. We are no longer required to keep this information for 2 years after the interview date.