Your Personnel File – Human Resources Information Management & Analytics

Human Resources serve as the official repository for personnel files of permanent SHRA employees and EHRA employees. A personnel file consists of personal information relating to the individual’s application, promotion, transfer, salary, and separation.

Department Files

Departments may keep “unofficial” working files that follow the employee’s career through the university. These files usually include the performance appraisals; leave records, and correspondence pertinent to the permanent file.

Separated Employees File Retention

SHRA Employee Files

SHRA files are digitally imaged in the year following the date of separation.

Human Resources has SHRA records beginning with those employees who separated in 1989.

For information on employees who separated from the University between the years 1971 and 1989, a request must be made through HRIMA to have the official archived file retrieved from the North Carolina State Archives (NC State Archives). There is a 2-6 week turn around time for requests from NC State Archives. In order to request a file from the NC State Archives, HRIMA will need the following information about the former employee:

Full name (First Name, Middle Initial, Last Name)
Date of Birth
Year and month of separation

Records for SHRA employees separated prior to 1971 are unavailable.

Department Retention Guidelines for SHRA Files

Upon separation, departments must forward to HRIMA the following items (where applicable) from an employee’s file:

The last five years of Monthly Breakdown Reports (those printed in January and July of each year), INCLUDING the final balance report as of the day of separation.
The last three years of SHRA Workplan and Performance Appraisal Forms (or one for each year for those employed less than 3 years)
Memos concerning discipline/performance
Resignation letter
Resumes
Acceptance of Time-Limited Appointment Form
Employment applications – original and last 2 (if applicable)

Note: Departments do NOT need to keep copies of items sent to HR but may do so if they wish.

Departments must retain the following items for 5 years from the date of separation of an employee:

All time records
Any items not on the list above

If a department has questions regarding any of these items, please contact HRIMA at 515-7929 for assistance.

SHRA files are digitally imaged in the year following the date of separation (i.e. 2005 separated employee files would have been converted in the spring of 2006).

Human Resources has SHRA microfiche records for each year beginning in 1989.

Full name (First Name, Middle Initial, Last Name)
Date of Birth
Year and month of separation

Records for SHRA employees separated prior to 1971 are unavailable.

EHRA Employee Files

EHRA files are digitally imaged in the year following the date of separation (i.e. 2005 separated employee files would have been converted in the spring of 2006).

HR has EHRA microfiche records beginning with those EHRA employees who separated in 1977. However, files prior to 1984 are from a non-computerized system and, therefore, limited to some employment dates, last title held, and educational background.

Records for EHRA employees separated prior to 1977 are unavailable.

Department Retentions Guidelines for EHRA Files

Upon separation, departments must forward to HR the following items (where applicable) from an employee’s file:

The last five years of Monthly Breakdown Reports (those printed in January and July of each year), INCLUDING the final balance report as of the day of separation.
Any Reappointment, Promotion and Tenure packets
Memos concerning discipline/performance
Resignation letter
Resumes/Curriculum Vitas

Departments do NOT need to keep copies of items sent to HR but may do so if they wish.

Departments must retain the following items for 5 years from the employees date of separation:

Patent Agreements
Any items not on the list above

Temporary, Student and other Non-Benefits Eligible Employees

Due to the volume of these types of employees, records are only retained within the hiring department (or UTS, when applicable) for 5 years after separation. HR does not maintain files for temporary and student employees.

Access to Files

In accordance with the guidelines on public and confidential information, employees have access to their personnel files regardless of their locations. Certain personnel information can be disclosed by the university, upon written request, as stated in N.C. General Statute 126-23 (see below “Public Information”) during regular business hours. Please refer to Employment Verification for additional details.

Any employee may view his/her record, or an authorized supervisor may view the record of a direct report, by making an appointment with the appropriate department as listed below:

EHRA, SHRA, and Post-Doctorate Employees
Human Resources Information Management (HRIMA) maintains personnel files for permanent EHRA and SHRA employees. These employees should contact HRIMA, 919-515-7929, to set up an appointment to view their files. Please be sure to bring a photo ID to your appointment so that we may verify your identity and access to the file being requested.
Students working for The Graduate School
Students who work for The Graduate School should contact the The Graduate School, 919-515-2872, to set up an appointment to view their files.
Temporary Employees
Temporary employees working through the NC State University Temporary Services should contact that office, 919-515-7060.

Temporary employees hired directly by a department should contact their respective departments.

Employee Rights

An employee who objects to information in his/her file may place a statement in the file relating to that which is considered inaccurate or misleading. Please visit the Employee Relations section of the HR website, Grievances and Disputes, for details on seeking removal of such material.

Public Information

Information required to be maintained by HR for public inquiry include:

Name
Age
Date of original employment
Current position title
Current salary
Date and amount of most recent change in salary
Date of most recent personnel action (promotion, demotion, transfer, suspension, separation, position classification)
Assigned location at NC State University

Confidential Information

Information in an employee’s file that is not identified specifically as public information is considered confidential and is available only to the following persons:

The current supervisor of the employee or any individual within the organizational unit who is in the chain of authority above the employee.
Members of the General Assembly
A party by authority of a proper court order
An official of a federal, state, or other political subdivision agency: e.g., State Auditor’s Office. The official may inspect any personnel record to complete assigned duties, except for purposes of assisting in criminal prosecution or tax investigation.
An agent of another state agency considering employment of a current or former employee.
A party to a quasi-judicial hearing of a state agency or a state agency which is conducting a quasi-judicial hearing. The file must be required evidence in the hearing. Such a file can be disclosed either by employee’s consent or upon properly issued subpoena.
An employee or authorized agent for the employee. The personnel file of a current or former employee may be examined or its information disclosed by an authorized university official if inspection is essential to maintaining university integrity or quality.
In compliance with FERPA, information pertaining to employment held by certain current or previous students of the university can only be released with written consent of said employee/student.