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The University of Florida acquires and maintains several records during the employment lifecycle of its employees. In the State of Florida, there are several requirements agencies must follow in order to scan records and dispose of the original paper documents.
As a general rule, we are all responsible to adequately manage all documents through the appropriate creation, maintenance, and disposition of records during the course of university business (Florida State Statue). Below is the university’s general overview of records and scanning.
What is a Record?
As a state agency, everything the University community creates – hardcopies and electronic – is considered a record, regardless of physical form or characteristic. University records are public records and may not be destroyed or transferred without the appropriate retention schedule procedures, as further discuss under Retention.
Expectations & Responsibilities
The University of Florida is subject to laws regarding official records and transparency. Subsequently, the university and every employee have the legal responsibility to demonstrate the proper care and management of its records. Here are some expectations we should abide by:
What are UF’s expectations and responsibilities?
- Establish standards, policy, and procedures related to University business requirements and needs
- Ensure campus compliance with public records laws under the federal and state statutes such as Chapter 119 of the Florida Statutes
- Maintain records retention schedule up-to-date and assist with the preservation of University records
- Provide suitable resources to assist departments in complying with their expectations and best practices
- Keep departments and employees informed of new or updated guidelines per State and University standards
What are the Department’s expectations and responsibilities?
- Create only the records it needs
- Keep records for appropriate amount of time per retention schedules
- Dispose of records promptly and in an appropriate manner once its’ retention period has expired
- Keep records that can be easily found and reviewed
- Make sure the records are not damaged or destroyed
- Notify Employment Operations & Records with any questions or changes in point of contact.
Scanning Process & Requirements
If you have paper documents that you wish to digitize and send to UFHR Employment Operations & Records to include in an employee’s personnel file, please follow the procedure outlined below. Our goal for this electronic scanning process is to provide departments a secure and easy-to-follow method of updating an employee’s personnel file outside the regular business workflow of hiring, making changes to benefits, disciplinary actions, etc.
Please note, documents requested to be added to an employee’s personnel file will be reviewed by Employment Operations & Records staff to ensure their appropriateness.
*Note: If you are being audited or have received notice of an audit, if there is litigation regarding the records (or even pending litigation), or if there is a public records request, the original paper records should not be destroyed until the matter is resolved and the destruction hold is lifted. This applies even if you have scanned them according to UF’s scanning policy.
Create Your UF Dropbox Account
In an effort to simplify the exchange process of files, the University of Florida has partnered with Dropbox. UF Dropbox keeps files secure under University’s privacy regulations while making it easy to transfer important files. To create and sign-up for an account visit the UF Dropbox website.
Use UF Dropbox to facilitate secured document transactions between Departments and UFHR.
Setting Up Your Department Scanning Folder
This procedure is only for Level 1 HR approvers across campus. Department originators wishing to send electronic documents to UFHR, please work with your Level 1 HR approvers to set up a folder with UFHR.
- Contact firstname.lastname@example.org to receive access to your department’s shared folder. State in the email your department name, department ID, and document type that will be submitted. HR will respond with a link to your shared folder along with further instructions.
Example: College of Liberal Arts & Sciences, 16050000, Outside Activities Form
- Provide the names and emails of those in your department that may also need access to the shared folder.
- Using the link provided by UFHR, upload your files to your Dropbox folder following the appropriate format listed in the Preparing Your Documents section.
- HR will notify your department via email once the document has successfully been uploaded to OnBase.
Preparing Your Documents
Any record can be scanned entirely, including color text documents, images, plans, etc. Review the following requirements before uploading any files onto your shared Dropbox folder.
- Ensure all documents are legible before and after scanning, including images. Each scanned document must be visually inspected to ensure that the image is complete, clear, and easily read.
- Ensure scanned records are compared to the original paper document for accuracy. This will prevent from uploading duplicate files.
- Ensure documents outside the scope of the hiring process, changes to benefits, and employee relations workflow, are acknowledgement by the employee via signature is listed. This includes any signatures, stamps, seals, or other required features for any document.
- Ensure all files are labeled with the Document type, Employee’s full legal name and UFID.
Example: Hiring Documents. Albert Gator.12345678.PDF
Technical Scanning Requirements
- Records must be scanned at a minimum of 300 dpi (dots per inch).
- Scanned records must be saved as PDF files. JPEG is not an acceptable format.
- File Naming Convention (FNC) – naming your files in a way that describes what they contain
Example: Hiring Documents. Albert Gator.12345678.PDF
Scanning Best Practices
We understand scanning can be tricky. Below are some tips on how to avoid common scanning issues within your department.
- At times, there may be a problem with the final scanned image that makes it difficult to read and less than usable. If the scanned document is to replace the original paper record these common problems must be corrected.
Speckles, spots, or lines on the scanned image:
- Clean the glass on the scanner
Scanned image is crooked or cut-off:
- Place the document on the glass rather than using the document feeder.
General readability issues:
- Increase the scanning resolution to a setting higher than 300 dpi (dots per inch).
- Scan in color rather than black & white.
- Adjust the scanner’s darkness/contrast settings.
- Watermark or background interferes with readability:
- In addition to the above recommendations, check if the scanner has a “background suppression” setting and that it is turned on.
Document is oversize:
- Either make multiple scans, adjust the image size settings, or reposition the original so that all of the relevant text is captured.
- If the condition of the original paper record precludes a good quality scanned image from being produced, the paper copy of the record will have to be maintained.
Not everything lasts forever. A retention schedule is similar to an official expiration date for the types of records within the University. No record may be legally destroyed unless its retention period is approved. Departments are responsible for all transfers or destruction of records.
For more information, please visit UF George A. Smathers Libraries – Disposal of Records.
Still Need Assistance?
Email email@example.com with any questions you may have. We are happy to work with you!