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Employee Departure Records Procedure

Guidelines for Paper Files

Departing employees must review all the paper files they are responsible in their workspace. The following steps should be taken for each:


1.  Return all signed-out files (e.g. from your own department, other departments, the Library, or the Archives);


2.  Review and classify any loose papers, working files, etc. and submit them for filing to their manager, data steward or centralized repository;


3.  Separate transitory records (e.g. preliminary drafts and rough notes, duplicates, etc.) and properly dispose of them according to the records retention schedule;


4.  Only file drafts with substantial changes that reflect significant aspects of a document’s development, approvals, decisions or that are specified in a records schedule.