Chapter 3 – Personnel, Training, and Employee Relations

31060.18 Retention of Personnel Records

• All applications; supplemental applications; personnel, membership, or employment referral records; and files of applicants shall be retained a minimum of two years in a confidential file.

• Unsolicited applications are excluded from the retention requirement.

• Transferring Employees

  • The following documents are retained in the separated employee’s folder once the employee transfers:

    • One copy of the CDC Form 647, Request for Personnel Action,or CDC Form 647-A, Request for Personnel Action-Institutions.

    • One copy of the STDStandard Form (DGS) Form 612, Transfer Data Sheet.

    • One copy of the CDCRCalifornia Department of Corrections and Rehabilitation Form 1951, Supplemental Application for all CDCRCalifornia Department of Corrections and Rehabilitation Employees

    • CDC Form 648, Report of Separation.

    • One copy of the separation checkout list (if used).

  • Other material in the Official Personnel Folder shall be purged according to the SAMState Administrative Manual 1670 and the remaining contents forwarded to the receiving location.

• Employment Eligibility Verification Forms

  • USCIS Form 1-9 shall be:

    • Maintained in a file separate from the Official Personnel Folder.

    • Retained for three years after the date of employment or for one year after termination of employment, whichever is later.

• No Longer Interested Notification Forms

  • A DOJDepartment Of Justice, CI&ICriminal Identification and Information Form 8302, No Longer Interested Notification (NLINo Longer Interested Notification) Form, shall be submitted to the OPOS Live Scan Unit by each personnel section on any of the following who were fingerprinted at the time of application or appointment:

    • Employees who are terminated, spearated, or retired from the Department.

    • Contracted workers, volunteers, vendors, or other service providers whose services are no longer required by the Department.

    • Applicants who were fingerprinted but not hired by the Department.