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Civil Service

Personnel/Civil Service

Civil Service
Title Major Revision Previous Schedules Schedule Item
Copy of payroll, or payroll report,

submitted to civil service office for certification or approval:
RETENTION: 0 after superseded
NOTES: Official copy of payroll must be retained for 55 years. See item no. 524 in the Fiscal section.

 CO2 413; MU1 385; ED1 351; MI1 748 685
Official civil service employee roster card:


RETENTION: PERMANENT

 CO2 414; MU1 386; MI1 749 686
Established position record

showing a history of each position and names and other pertinent information about persons who occupied it

 CO2 415; MU1 387; ED1 222; MI1 331 687

a: If record contains detailed information about the position and persons who occupied it:
RETENTION: PERMANENT

b: If record only provides lists of names of employees:
RETENTION: 1 year after final entry in record
NOTES: The official listing or roster of all local government officials or employees, covered by item no. 656, must be retained permanently.
Report of personnel change,

(including employee transfer record), except copy retained in employee's personnel records

 CO2 416; MU1 388; ED1 223; MI1 332 688

a: Copy held by office with official civil service function:
RETENTION: 0 after termination of employment, but not less than 6 years

b: Copy retained by school or district or fiscal office, where official civil service copy is maintained by other local government having the official civil service function:
RETENTION: 6 years

c: Employee transfer record:
RETENTION: 0 after termination of employment, but not less than 6 years
NOTES: Reports of personnel changes may also be found in employee personnel records. When filed in an employee personnel record, such copies are subject to lengthier retention requirements. See item no. 636.
Job classification records,

including job classification questionnaire, analysis of job duties and request for reclassification:
RETENTION: 1 year after subsequent classification action completed, but not less than 10 years
NOTES: Appraise these records for historical significance prior to disposition. Local governments with official civil service functions should consider permanent retention of these records. Contact the State Archives for additional advice.

 CO2 417; MU1 389; ED1 224; MI1 333 689
Official copy of job posting and position duties statement


CO2 418; MU1 390; ED1 225; MI1 334 690

a: When duties of position are described in detail:
RETENTION: PERMANENT

b: When duties of position are not described in detail:
RETENTION: 6 years
Personnel requisition

made to civil service or personnel office, requesting that vacancy be filled:
RETENTION: 0 after obsolete

 CO2 419; MU1 391; ED1 226; MI1 335 691
Civil service eligible list records


2020 (♦)
 CO2 420; MU1 392; ED1 227; MI1 336 692

a: Official eligible list and certification of eligible list:
RETENTION: 20 years after expiration of eligible list

b: Certification of eligible list sent to and retained by appointing authority:
RETENTION: 4 years after expiration of eligible list

c: Request for certification of eligible list:
RETENTION: 1 year after expiration of eligible list, but not less than 4 years

d: Individual's request for reinstatement to eligible list and reply:
RETENTION: 1 year after expiration of eligible list, but not less than 4 years

e: Eligible list canvass records, including but not limited to precanvass questionnaire and letter of canvass and reply:
RETENTION: 6 months after expiration of eligible list, but not less than 4 years

f: Military record of applicant, when applicant was not hired:
RETENTION: 4 years after expiration of eligible list
Application for or inquiry concerning employment,

including resume, I-9 form, and related records, when applicant not hired

 2020 (♦)
 CO2 421; MU1 393; ED1 228; MI1 337 693

a: For applicants for posted vacancies:
RETENTION: 4 years after completion of personnel action
NOTES: When the applicant is hired, the application is retained in or as long as the personnel file. See item no. 636 in the Personnel subsection.

b: General employment inquiries and resumes which are not related to posted vacancies:
RETENTION: 0 after no longer needed
Recruitment, hiring, interview and selection records,

including but not limited to correspondence, reports, selection criteria, interview notes, background check records, rating and ranking forms, evaluations and other records pertaining to the hiring, promotion, demotion, transfer, layoff and termination of employees:
RETENTION: 4 years after completion of personnel action
NOTES: This item does not cover personnel records of individual employees. See item no. 636 in the Personnel subsection. Local governments may wish to include fingerprint check records and other materials concerning job applicants who are hired in those individuals’ personnel records.

 2020 (♦)
 CO2 875; MU1 893; ED1 480; MI1 750 694
Application for examination


2020 (♦)
 CO2 422; MU1 394; MI1 751 695

a: When eligible list is established:
RETENTION: 4 years after expiration of eligible list

b: When no eligible list is established:
RETENTION: 4 years after examination date

c: Supplemental documentation filed in conjunction with application, including but not limited to student loan statement, credentials and copies of transcripts:
RETENTION: 1 year
Civil service examination and appointment review records


2020 (♦)
 CO2 423; MU1 395; ED1 229; MI1 339 696

a: Civil service examination and announcement (official copy held by office with official civil service function):
RETENTION: PERMANENT

b: Civil service examination and announcement (other than official copy held by office with official civil service function):
RETENTION: 0 after no longer needed

c: Candidate identification or admission card:
RETENTION: 4 years after date of examination

d: Examination preparation, administration, and rating records:
RETENTION: 5 years after date of examination

e: Veteran credit records:
RETENTION: 50 years
NOTES: Veteran credit records of individuals not hired are covered under item no. 692f.

f: Qualifying medical, physical fitness or agility examination report, when person is hired, and worked one year or longer:
RETENTION: 30 years after termination of employment

g: Qualifying medical, physical fitness or agility examination report, when person is hired, and worked less than one year, provided copies were given to the employee upon termination of employment, pursuant to 29 CFR 1910.1020 (d-1) (i-C):
RETENTION: 4 years after termination of employment

h: Qualifying medical, physical fitness or agility examination report, when person is not hired:
RETENTION: 4 years after date of examination

i: Summary listing of examination results:
RETENTION: 1 year after date of examination

j: Notification of examination results mailed to candidate:
RETENTION: 4 years

k: Examination review records including but not limited to employee request, correspondence, and objection:
RETENTION: 4 years after expiration of eligible list

l: Appointment review records, documenting review of applicant qualifications for non-competitive, temporary or other positions not requiring examinations:
RETENTION: 5 years
Seniority list

ranking employees by length of service:
RETENTION: 4 years after creation

 2020 (♦)
 CO2 424; MU1 396; ED1 230; MI1 338 697
Disclosures related to student loan status,

received as part of civil service examination application, transmitted to New York State Higher Education Services Corporation, along with transmittal documents:
RETENTION: 1 year

 CO2 876; MU1 751; MI1 752 698
Local government requests to State Civil Service Commission

for approval of changes to rules or jurisdictional classifications:
RETENTION: 3 years after date of last entry in record

 CO2 877; MU1 752; MI1 753 699