Districts have the ability to set a district-wide Personnel File "File Retention" policy for each folder. This policy concerns the amount of time the district will keep employee's personnel files available in the system past their termination "Assignment End Date" dates. SchoolFront automatically identifies files that are past the retention period based off assignment end date. For WinCap districts please make sure you have the assignment end date in WinCap before running the last payroll on the employee. Please visit: NYSBA Labor Law Link for retention information.
Applicable Roles:
- Administrator
Navigate to Feature Administration:
In the Human Resources section, select "Personnel Folders":
Select the folder by clicking the magnifying glass. In the details tab, click edit to adjust the Retention Period, then click "Save":
Based off the assignment end date, which is pulled from the financial system from the field that ends the staff assignment, SchoolFront will identify the files that are past the retention period of the folder.
To purge files that have been expired because of their retention periods, navigate to Human Resources - Personnel Files - All Personnel Files:
Filter the records by "File Expiration Date", select the document(s) that are expired by clicking the box(es) in the far-left column, and click the "Purge" icon:
***PLEASE NOTE - PURGING DOCUMENTS IS AN IRREVERSIBLE ACTION***
If purging is executed, confirm the selected records and enter any notes (if needed):