Understanding Records Retention for Recruitment
Managing records effectively can be a challenge, especially when determining what to keep and for how long. A records retention schedule provides clear guidance by specifying how long records should be retained and when they should be destroyed. These retention requirements are often dictated by legal obligations and university policies, ensuring administrative records are managed responsibly.
A well-implemented retention schedule is crucial for promoting responsible records management, reducing risks, and ensuring consistent compliance across the University of California (UC) system. The University Records Management Committee (RMC) is responsible for developing and maintaining the university-wide retention schedule. If you have questions about the schedule, please contact your campus’s Records Management Coordinator.
What Records Should You Keep?
For four years following the fiscal year in which a recruitment process concludes, you should retain the following materials:
- The university application form and resume for each interviewee.
- Job-related criteria used to evaluate applicants.
- Interview questions, including those used by search committees and panels.
- Handwritten notes and annotated application materials.
- Rating guides completed by all interviewers.
- Notes from reference checks.
Please note that iCIMS stores all applicant resumes and applications, so you do not need to retain resumes from applicants who were not interviewed.
This approach ensures proper documentation, compliance with policies, and efficient management of recruitment records.