NOTE: See also item no. 11 [282] in the Purchasing section and item no. 6 [124] in the Students section.

1[244] Individual complaint or problem case file of human rights, economic opportunity, equal employment, community relations, or similar function, including individual case summary record, filed in or referred to New York City Commission on Human Rights, New York State Division of Human Rights, Equal Employment Opportunity Commission, or other administrative agency

RETENTION: 6 years after termination of individual’s employment, or 6 years after last entry, whichever is longer

NOTE: Appraise these records for historical significance prior to disposition. Records with historical value should be retained permanently. Colleges and the University should also consider permanent retention of records in significant cases. Contact your Records Management Coordinator for additional advice in this area.

NOTE: Colleges and the University may want to retain records covered by this item beyond the minimum retention period for use in establishing patterns of complaints and for investigating and resolving future complaints. For records of affirmative action cases involving college or University employees, see item no. 3 [317] in this section.

NOTE: Where a complaint or action has been filed, records relating to it should be retained until the Office of the General Counsel advises that the records may be destroyed, which will not be earlier than six years after the case is closed.

2[245] Summary record for individual case and/or master summary record of all cases

RETENTION: PERMANENT

3[317] Equal employment opportunity report and related records for college and University employees

a. Annual, long-term, or special (narrative or statistical) reports, goals, and achievements, including but not limited to the Integrated Postsecondary Education Data System (IPEDS) report relating to ethnic, racial, gender, position, and salary composition of the workforce

RETENTION: PERMANENT

b. Periodic reports, statistics, and other records used in compiling annual, long-term, or special (narrative or statistical) reports, goals, and achievements

RETENTION: 1 year

c. Affirmative action and related complaint investigation records

RETENTION: 6 years after termination of individual’s employment, or 6 years after final determination, whichever is longer

NOTE: Colleges and the University may want to retain records covered by part “c” beyond the minimum retention period for use in establishing patterns of complaints and for investigating and resolving future complaints.