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Managing Records During Employee Departure

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