The University of Arizona logo

Your Record Retention/Hold Obligations as Part of the 2017 Federal Compliance Review of the University

Wednesday, May 3, 2017

To:

University Colleagues

From:

Allison M. Vaillancourt, Vice President for Business Affairs & Human Resources

Date:

May 3, 2017

Re:

Your Record Retention/Hold Obligations as Part of the 2017 Federal Compliance Review of the University

The Office of Federal Contract Compliance Programs (OFCCP) has initiated a compliance review of the University of Arizona. This review applies to the entire University, and covers a time frame beginning with January 1, 2016, and continuing through March 29, 2019.

All employees are required to comply with requests by the OFCCP. Accordingly, you must retain and preserve past, current, and future records which may be relevant to this compliance review until the OFCCP concludes its process. Our document retention schedules and procedures are therefore suspended regarding these records.*

You must retain and preserve the following types of records until this compliance review has been closed:

  1. All personnel records of any and all current and past University employees (including, but not limited to, those relating to their employment applications, hiring, retention, transfer, promotion, demotion, layoff, termination, and compensation);
  2. All records relating to any and all employee recruitment and applicant selections (including, but not limited to, application forms, interview notes, supervisor notes, and any other personnel documents and records);
  3. All documents explaining or describing procedures relating to employee selection, transfer, promotion, demotion, layoff, termination, or compensation;
  4. All applicant, hire, transfer, promotion, demotion, layoff, termination, and compensation data;
  5. Written affirmative action programs (AAPs) and support data.

If in doubt, preserve and retain the record. It is critical that all potentially relevant documents and electronically stored information be retained.

Questions can be directed to:

Thomas O. McDonald
Chief of Staff & Operations Manager, Office of the Vice President for Business Affairs & Human Resources
tom1@email.arizona.edu
(520) 621-0890

 

*The requirement to retain and preserve documents and information applies to all types of written, printed and electronically stored documents including, but not limited to, memos, correspondence, spreadsheets, presentations, reports, hand written notes, drafts, and files. You must also retain and not delete electronically stored information, including, but not limited to, electronic documents, email messages, and anything else stored on your computer or on the University’s networks.