Records should be reviewed upon an employee's departure from Idaho State University. The content of the materials they developed should be reviewed for their content and long-term value. This records review is normally part of the exit interview process.
This process is intended to preserve institutional or departmental records and is not intended to imply misconduct. If supervisors are not capable of working with the departing employee, higher-level management should assign an individual to work with the staff person to perform this exit process.
Office files usually fall into a few categories:
- Working files and reference materials needed for the job to be performed
- Meeting minutes for internal committees
- Travel authorization and reimbursement copies
- Vendor and product selection
- Background on the department or division
- Correspondence copies routed to all staff
- Payroll/time sheet copies
- Letters addressed to the person concerning their own performance
- Performance review documents
Potential historic materials
- Reports and materials that were retained in an office as reference or background may be historic, especially prior to 1995
Records found in file cabinets, shelving, drawers, computers, and other potential areas should be reviewed as part of this process. Photographs, audio, and video tapes should also be considered.
- Define which materials need to remain in the office for use by successors and which need to be transferred to others.
- Historic records should be boxed and transferred to the University Archives. Contact the Records Manager prior to transfer for guidance.
- Computer records
- Hard drives should be frequently backed up to a USB drive, hard drive or to a server and stored in a different location.
- Lists or notes of hard drive material must be created.
- Passwords should be given to the supervisor in a sealed envelope labeled with the employee's name.
- Personal files and e-mails should be deleted by the staff member prior to their departure. However, some e-mails may be records material. Contact the Records Manager with inquiries regarding this matter.
- Personnel files and promotional materials should be turned over to the supervisor or manager of the departing employee.
- Legal records may need to be sequestered. Files related to any complaint, grievance, or legal proceeding between the department and individuals are considered legal records. Please contact the Records Manager with questions.