Dartmouth tries to keep the number of College-wide retention policies to a minimum, realizing that College departments often have very different access and usage patterns for similar materials. Nevertheless, there are several record types that have a suggested retention period. Contact the Records Manager for more information. Record Type Retention Time Cards (except service personnel) 3 years Payroll Time Sheets (departmental copies) 1 year Payroll Work Study (departmental copies) 1 year Purchase Orders (departmental copies) 1 year Search and Recruitment files 3 years Purchasing Card Documentation 5 years* Departmental Personnel Files 1 year** * Purchasing has specific procedures for maintaining Purchasing Card files. As this program decentralizes much of the current purchasing information, it is important that you follow these guidelines closely. Contact Purchasing for a copy of the Purchasing Card manual. ** Departmental personnel files on terminated employees (except faculty) are to be disposed no more than one year after the employee's termination date. Materials such as original performance reviews, letters of warning, or other disciplinary documentation should be forwarded to the Human Resources office to be considered for inclusion in the employee's permanent file. The remainder should be sent for shredding as per established policies. Departmental files on terminated staff should not be sent to Records Management. Any terminated staff files received by Records Management will be returned to the originating department. For further information about the retention and disposition of departmental terminated staff material, contact Wess Jolley (Records Management) at 6-1874, or Cheryl Guerin (Human Resources) at 6-2341.