The Florida State University

Hiring Process Retention Requirements:

All documents/records regarding the hiring process shall be retained a minimum of four (4) years from the date the process concludes, unless otherwise notified to retain for a longer period. Documents/records include everything created or received during the hiring process. The following is not an exhaustive list:

Copy of advertisements and other forms of recruitment (for those recruiting in journals, chronicles, etc.)
*OMNI job advertisement
*Applications
Curriculum Vitae, Resume, and/or Cover Letter
Professional Membership Certificates/Licensures
*DD-214
References and/or Letters of Recommendation
Work Samples
Test Scores/Evaluations
Driver's License, Certificates, and/or Industry or Professional License
Pre-employment Tests and Results for all applicants
Interview Questions and Answers for all applicants
Notes made on any documents, including in the margins of resumes, CVs, cover letters, or interview questions.
Any screening matrix or comparison charts
Police Background Check Request Form
Diploma and/or Transcripts
Salary Approvals (emails or forms)
Offer Letter (USPS)
Offer Letter & Contract (A&P and Faculty)
New Employee Wizard Forms
Faculty Applicant Flow Log
**Form AA-317
Form AA-186
Any other document and/or correspondence (including video resumes, portfolios, emails, faxes, charts, or notes) created in connection with the applicants of the job posting/position number

* OMNI will automatically retain these records for you.
**Office of Equal Opportunity and Compliance will retain after receipt from applicants.

If there is an item you are unsure whether to retain, please confirm with Employment/Recruitment before discarding.

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