Records Management Audit

Records Management Audit
Guideline
November 2004
Version 1.1

http://www.archives.sa.gov.au/files/management_guidelines_ARM_auditpolicy.pdf

LEGISLATION LINKS

9. References
9.1 Relevant legislation

Access to Information Act
Canada Evidence Act
Copyright Act
Criminal Records Act
Emergency Preparedness Act
Library and Archives of Canada Act
Official Languages Act
Security of Information Act
Personal Information Protection and Electronic Documents Act (Part 2)
Privacy Act
Statistics Act

9.2 Related Treasury Board policies

Access to Information
Common Services Policy
Communications Policy of the Government of Canada
Policy on Electronic Authorization and Authentication
Evaluation Policy
Government Security Policy
Policy on Language of Work
Policy on Learning, Training and Development
Policy on Management of Information Technology
Management, Resources, and Results Structure Policy
Policy on Internal Audit
Policy on Service *
Policy on the Duty to Accommodate Persons with Disabilities in the Federal Public Service
Policy on the Use of Official Languages for Communications with and Services to the Public
Privacy and Data Protection

9.3 Other publications

Foundation Framework for Treasury Board Policies
Enhanced Management Framework
Management Accountability Framework
The Financial Administration Act: Responding to Non-compliance-Meeting the Expectations of Canadians
Information and Documentation-Records Management (ISO/TR 15489: 2001)

Policy on Information Management

Policy on Information Management

http://www.tbs-sct.gc.ca/pol/doc-eng.aspx?section=text&id=12742

An Approach to Records Management Audit

An Approach to Records Management Audit

http://www.connectingforhealth.nhs.uk/systemsandservices/infogov/records/it04a.pdf


INTRODUCTION
This guidance has been developed to help organisations establish regular
programmes of audit that will both demonstrate, and provide assurance of, its
compliance with good practice standards laid down for Records Management,
The guidance recognises the different ways that organisations can obtain
assurance of compliance and provides, as an annex, a number of checklists
that can be used to measure and test compliance within the key components
(the lifecycle) of records management; creation, retention, maintenance, use
and disposal.
The checklists include prompts to measure good practice required across a
number of standards; including: The NHS Records Management Code of
Practice, the NHS Care Records Guarantee, ISO 15489 – international record
keeping standards and the Information Lifecycle Management elements of the
NHS Information Governance Toolkit.
What is meant by ‘Audit’?
The word ‘audit’ is most often associated with an independent examination of
financial records by external auditors or consultants, or the body or
department undertaking this. In its broader context, ‘audit’ can be used to
describe a review or scrutiny of any system, or of the processes that make up
a system. The main purpose of an audit is to provide assurance that systems
and processes are effective, compliant and risk free. It also provides a
mechanism for regular scrutiny and improvement of systems.
What is meant by “Information Lifecycle Management?
Information Lifecycle Management (ILM) is the policies, processes, practices,
services and tools used by an organisation to manage its information through
every phase of its existence - from creation through to destruction. A records
management policy will form part of an organisation’s ILM, together with other
processes, such as for example, a records inventory, secure storage, records
audit etc. The main principles of ILM are (a) that it applies to information in
paper and other physical forms, e.g. electronic, microfilm, negatives,
photographs, audio or video recordings and other assets and b) that it relates
to the 5 distinct phases in the life of information; creation, retention,
maintenance, use and disposal.
PLANNING AND PREPARING AN A

Records and Information Management - Internal Audit Report

http://www.cihr-irsc.gc.ca/e/32833.html


Records and Information Management - Internal Audit Report

July 2006

Table of Contents

Executive Summary
1. Introduction
2. Approach and Methodology
3. Criteria
4. Background
5. Key Risk Factors
6. Observations
7. Recommendations
8. Management Action Plan

employee files

http://www.aiim.org/pdfdocuments/37069.pdf

Best Practices: Shifting HR Resources from
Records Management to Strategic Initiatives

outSidE of thE uS
√ Directive 95/46/EC or the Data Privacy Directive (EU)
√ Data Protection Act 1998 (UK)
√ Privacy Act 1988 (AUS)
√ PIPEDA (Canada)
√ Personal Data (Privacy) Ordinance (Hong Kong)

oracle webinar

Oracle Database Insider Blog
free webinar
http://blogs.oracle.com/databaseinsider/entry/webcast_series_discover_the_cloud

SAP

sap library
http://help.sap.com/saphelp_46c/helpdata/en/73/69f5c755bb11d189680000e829fbbd/frameset.htm

SAP modules

sap modules

http://www.winshuttle.com/Solutions-SAP/Module-SAP

Solutions for every SAP module

FI/CO - Financial Accounting and Controlling

Simplify the time-consuming process of updating SAP Financial Accounting and Controlling (FI/CO) data and move volumes of data from Excel or other application to SAP without sacrificing security. Learn more...

HCM - Human Capital Management

Winshuttle securely transfers SAP Human Capital Management (HCM) data between SAP and widely used tools like Excel, Duet, and Adobe Forms. Learn more...

MM - Material Management

Eliminate errors and significantly increase processing time by automating SAP MM data creation and update processes Learn more...

SD - Sales Distribution

Integrate data from SAP Sales and Distribution (SD) module and simplify SAP data uploads and downloads by using Excel-based templates. Learn more...

PM - Plant Maintenance

Integrate data from SAP Plant Maintenance (PM) and Materials Management (MM) modules and simplify SAP data uploads and downloads using common interfaces like Excel. Learn more...

PP - Production Planning

Use custom Excel templates to easily create and manage SAP Product Planning (PP) sales order numbers, amounts, costs, and descriptions without programming. Learn more...

QM - Quality Management

Winshuttle simplifies SAP Quality Management (QM) by improving data integrity and consistency across SAP Materials Management (MM), Production Planning (PP), and QM modules. Learn more...

Other Modules

Winshuttle works with any SAP module. Learn more...

sample

sample of training records

http://www.onlineptr.com/


not very good, but appeal as it is pilot training record

sample form

RESEARCH WORKER
TRAINING RECORD
http://www.ucalgary.ca/safety/files/safety/ResearchWorkerTrainingRecord.pdf

sample form

training record look up

http://www.safetyoffice.uwaterloo.ca/hse/training/training_records.html

Training records of various computer based training programs for staff and grad students are available to designated persons in each department.

Please contact Doug Dye at Ext 35613 to gain access.

Look up Departmental Training Records (Must be given access)

Look up your own training records

Look up your own training records on myHRinfo
Sign in using UW user ID and Password

Go to Self Service Menu then to Learning and Development

Training and Training Records

Training and Training Records
http://www.tc.gc.ca/eng/civilaviation/publications/tp14308-section19-3122.htm

arks and recreation records

http://www.pacode.com/secure/data/046/chapter15/s15.68.html

sample PF&R file listing


§ 15.68. Parks and recreation records.

Parks and recreation records shall be maintained as follows:

(1) Accident/incident reports. Retain these records 3 years.

(2) Citations. Retain these records 3 years.

(3) Park planning files, including as-built plans showing layout, topography and proposed improvements. Retain these records permanently.

(4) Park program files. Retain these records 2 years.

(5) Park rules and regulations. Retain these records 5 years after revoked or superseded.

(6) Park use records. These records include facilities such as tennis courts, golf course, athletic fields and playgrounds. Retain these records 3 years.

(7) Public bathing facilities. These records include inspections, notices of violations, service requests, enforcement records, laboratory results, operational reports, complaints and correspondence. Retain these records 4 years.
Source
The provisions of this § 15.68 adopted February 18, 1994, effective February 19, 1994, 24 Pa.B. 993.
Cross References
This section cited in 46 Pa. Code § 15.51 (relating to general provisions); and 46 Pa. Code § 15.52 (relating to applicability).

Parks and Recreation

Department of Parks and Recreation
http://www.winocular.com/winocular_products/government/Parks_Record_Management.htm
COMPUTER RESOURCES
SAMPLE PARK AND RECREATION FILE COLLECTION

Features:

Variable user-defined index fields by subject type
Field validation for critical index fields
User-defined Subject & Document types
Powerful queries using index fields with Word-In-Text (WIT) searching
Save queries for use at a later time
Record storage in standard Image File Formats along with Word Processing & text formats
Microsoft Windows NT, 2000 and XP operating environment
SQL compliant database
High Speed Image printing
Document archival to File Server, Tape, CD-ROM, DVD-ROM, DVD-RAM or other optical media
Benefits:

All Parks and Recreation Department records are collected into one database easily accessed by multiple users
Simplifies the search and retrieval of all records and associated files and documents
Advanced search technology allows field-based and context-based searches that actually read the text of OCR/ICR’d documents and all other attached files.
Clerical time required to scan and index items is less than half of that required to manually file and retrieve folders of information
Folders cannot be lost or misfiled
Guards against losing or misplacing individual documents
Enhanced security levels protect documents from unauthorized users
Eliminates the burden of paper storage
Integrates with all other WinOcular products
Customization available to tailor to your specific needs

Technical Guidelines

http://www.archives.gov/preservation/technical/guidelines.html

Technical Guidelines for Digitizing Archival Materials for Electronic Access: Creation of Production Master Files - Raster Images

http://www.archives.gov/preservation/technical/guidelines.pdf

Idaho State Record Center

Idaho State Record Center provides records management services to state agencies:
http://recordscenter.idaho.gov/


See what's new!

Guidelines for Digitalization Standards for Idaho Government Agencies
Protocols for Native American Archival Materials

records management online resources

US Dept of Agriculture
Chief Information Officier
Records Management

http://www.ocio.usda.gov/records/tools_records.html#online

What we do for the public

The Public Introduction
http://www.collectionscanada.gc.ca/the-public/index-e.html
Source

Library and Archives Canada
Library and Archives Canada (LAC) provides services to members of the public who wish to consult the documents of its collection or order photocopies and reproductions.





Our reference specialists are available:

•To help with your research
•To help find answers to your questions
•To assist you in using our collections and resources
Research Tools
Search our website's databases to find references to a large number of our documents.

Academic Researchers
An online guide to help you get started.

Ask Us a Question
We can answer your questions or help you find a reference to the document you are looking for.

Consulting and Borrowing Material
Useful information for consulting the collection.

Preparing for a Visit
Plan your visit to the main building of LAC, located at 395 Wellington Street in Ottawa.

Photocopies and Reproductions
How to order photocopies and reproductions of documents.

Conditions for Access to and Use of Documents
These pages describe conditions for access and use which could apply to some documents.

Services to the Public from A to Z

Open Data from LAC Introduction

Open Data from LAC Introduction

http://www.collectionscanada.gc.ca/opendata/index-e.html

Library and Archives Canada (LAC) has been invited to join a Government of Canada (GC) initiative on open data, which will provide all Canadians with access to GC datasets and associated metadata in the public domain. As part of this initiative, LAC is releasing two datasets for the launch of this new website and will be developing a long-term plan for releasing more public domain datasets over the coming months.

Please use our comments form to let us know if you are using this data, how you are using it, and what other datasets you would like to see on this new website.

•Datasets
•Comments
•Government of Canada Core Subject Thesaurus in SKOS/RDF format

Digital Policies, Guidelines and Tools

Digital Initiatives at LAC
Digital Policies, Guidelines and Tools
Library and Archives Canada
Local Digital Format Registry (LDFR)
File Format Guidelines for Preservation and Long-term Access
Version 1.0
Date Created: 2010-10-22


http://www.collectionscanada.gc.ca/digital-initiatives/012018-2210-e.html

Digital Policies, Guidelines and Tools
Library and Archives Canada
Local Digital Format Registry (LDFR)
File Format Guidelines for Preservation and Long-term Access
Version 1.0
Table of Contents | Next

1. Introduction
1.1 Purpose

This document identifies the file formats that Library and Archives Canada (LAC) will be supporting within the Trusted Digital Repository (TDR). The formats are identified as:

•Recommended; or
•Acceptable for transfer.
“Recommended” formats are those that LAC believes will be sustainable over a long period of time, whereas the formats considered “acceptable for transfer” are those formats that LAC considers to be most representative of commonly used formats (formats in widespread use) in the collections that LAC will be preserving in the TDR (e.g., most commonly used formats in digital publications and Government of Canada (GoC) electronic records).

The list of file formats to be supported will evolve over time, particularly as new formats are introduced or older formats become obsolete. It should be noted that for any given collection submitted for preservation within LAC’s TDR, file formats that do not fall within the category of “recommended” or “acceptable for transfer” will be evaluated on the basis of their content: where the content is deemed of preservation value, the content will be normalized/migrated to a “recommended” preservation format1.


Top of Page
1.2 Background

1.2.1 Preserving digital information

Canadians have been generating digital information for decades. Our books, music, movies and the records of our private and public organizations are increasingly being created in digital formats. The preservation of this digital information is a problem that touches all sectors – academic, government, private and non-profit – and ultimately all Canadians.

By its very nature, digital information is fragile. Digital bits can be preserved, but our ability to use the information is at risk if the computer hardware and software needed to interpret/render the information are no longer available, or the format specifications are not accessible (e.g., the format is proprietary, is subject to intellectual property rights, or the specifications are no longer available). Preserving digital information is complicated. It involves the active commitment of organizations, the development of appropriate policies and plans, and the implementation of sound practices. It requires all organizations with an interest in preserving digital information to share expertise, advice and best practices.

Among these best practices, the identification and use of appropriate file formats is critical for preserving digital information. Due to a mix of technical and practical issues, certain file formats are more suitable for digital preservation. This document identifies and describes digital formats which LAC is recommending for long-term preservation and access to digital information.

These recommendations are contextualized within LAC’s Digital Preservation Policy2 and the development of LAC’s TDR. The TDR is LAC’s digital preservation infrastructure supporting secure acquisition, storage, management and continuing access to Canada’s digital memory.

1.2.2 Digital content preservation strategy

LAC has adopted the following strategy for preserving digital content:

•When digital content is first accepted/approved for preservation in the TDR (that is, the content has been evaluated by LAC and deemed to be of preservation value), a preservation master is created (termed a “preservation master (0)” or PM(0));
•As part of the acceptance/approval process, the digital content is normalized as required (that is, migrated from the submitted/transferred format to one of the appropriate recommended preservation formats), thereby creating a new preservation master (termed a “preservation master (+1)” or PM(+1));
•From the current preservation master (i.e., PM(0) or PM(+1)), a copy of the digital content is created to service access requests by internal and external users (termed a “service copy”)3;
•The service copies can be presented using LAC-supported play-out services as well as client-based play-out services where needed or desired (an example of a play-out service would be an Apache server for HTML pages combined with a browser on the client, or a video streaming server; on the client, the Adobe Reader is an example of a client-based play-out service).

Top of Page
1.3 Target audience and use

LAC has developed these guidelines for a broad audience including the public, academic and private sectors. Whether it is a government department producing a budget or a citizen self-publishing, this document is intended to provide guidance on which digital file formats are most suitable for preservation and long-term access.
These guidelines also serve as the policy foundation for LAC’s Local Digital Format Registry (LDFR), the underpinning set of guidelines for file format normalization/migration services within LAC’s TDR.


Top of Page
1.4 Scope

These guidelines and recommendations are concerned with media-independent content; that is digital content that is managed as file types and is not inextricably linked to a physical storage medium (in contrast to videotape which is dependent both on the physical carrier and the playback equipment). These guidelines do not address recommendations for physical preservation media4.

The file formats covered in this document have been clustered into the following content types:

•Text
•Audio
•Digital video
•Still images
•Web archiving
•Geospatial
•Structured data, including:
◦Databases
◦Statistical and Qualitative Analysis Data
◦Scientific Data
•Computer Aided Design (CAD):
◦Technical drawings
◦Computer-aided Software Engineering (CASE)
This document consists of file format recommendations based on LAC’s experience in collecting and preserving digital content as well as international best practices.


Top of Page
1.5 Summary of recommendations

1.5.1 Definition of file formats

Generally speaking, file formats are specific patterns or structures which organize and define data. Some formats contain only one ‘stream’ of uncompressed data, others may contain codecs to encode and compress the data5, and others still may support several ‘streams’ of media.

In addition to file formats, there are also ‘container’ or ‘encapsulating’ formats. These formats can contain and support various types or layers of audio, video, still imagery, and their associated metadata. Each of these formats may be handled by different programs, processes, or hardware; but for the multimedia data stream to be interpreted properly, the information must be encapsulated together. Library of Congress define three types of container formats:

•“wrapper” format: wrapper is often used by digital content specialists to name a file format that encapsulates its constituent bitstreams and includes metadata that describes the content within. Archetypal examples include WAVE and TIFF. Files that are instances of these wrappers are distinguished in terms of their underlying bitstreams, e.g., WAVE files may contain (a) linear pulse code modulated (LPCM) audio, (b) highly compressed audio as used for digital telephony, or (c) other representations of sound. Meanwhile, the self-describing, content-declaring feature of a wrapper is typified by the familiar TIFF header. Relatively more complex and facile wrappers like QuickTime may contain multiple objects, e.g., one or more video streams and separate audio streams;
•“simple bundling” formats: these formats encapsulate their constituent files and, save for a directory that provides the filenames, do not describe the content and the relationships that may exist between files. Archetypes include ZIP, StuffIt, and TAR, the latter associated with the UNIX operating system. Simple bundling formats tend to be generic, i.e., they may be used for a wide range of content types;
•“self-describing bundling” formats: these formats are employed to represent the bundle of files that comprise a complex digital work, e.g., a book text with supporting illustrations or a movie with multiple segments and sound tracks in different languages. Self-describing bundling formats list the component parts and their relationships (information about the relationships is often called structural metadata) and may indicate how the work as a whole can be rendered or used. Bundling formats often incorporate technical details about each component, since a single object may include a mix of texts, sound, images, etc. They may or may not encapsulate their constituent files. They include metadata that describes their content and the relationships between files. Archetypes for this subcategory include METS (Metadata Encoding and Transmission Standard) and MPEG-21 (Multimedia Framework).
For further information on formats, see the working definition6 on the Library of Congress Web site on Sustainability of Digital Formats.

There are thousands of file types now in existence: LAC’s guidelines specify only the file formats that will be supported in the TDR. For a more complete registry please refer to PRONOM7, the Unified Digital Format Registry8 or the Library of Congress Web site on Sustainability of Digital Formats9.

1.5.2 Evaluating the sustainability of file formats

In developing these guidelines, LAC has attempted to balance the requirements for quality, stability, potential longevity and industry acceptance. Where possible, a preference has been placed on the selection of non-proprietary national and international standards, or failing the availability of non-proprietary standards on, de facto standard industry formats. De facto standard formats are widely used and recognized formats that have become industry standards because of their ubiquitous use and support, and not because they have been formally approved by a standards organization. LAC has also reserved the right to select formats that it believes will become more widely adopted by the preservation community in the near future (e.g., SIARD).

Based on a review of criteria published by Library of Congress, the National Archives (UK), and the National Library of the Netherlands10, Library and Archives Canada has established the following criteria for evaluating file formats for long-term preservation and access.

1.Openness/Transparency
The relative ease with which knowledge of the file format and its technical information can be accumulated.
2.Adoption as a preservation standard
The extent to which the format has been formally adopted by national libraries, archives, and other memory institutions internationally.
3.Stability/Compatibility
a) The degree to which the format is backward and forward compatible.
b) The degree to which the format is protected against file corruption.
c) The relative frequency of release of newer or replacement versions of the format over time.
4.Dependencies/Interoperability The degree to which the format relies on a particular hardware or software, reader, etc.
5.Standardization The degree to which the format has gone through a rigorous formal standardization process.
Table 1, below, summarizes the evaluation scheme used, whereas Table 2, following, provides a definition for each evaluation criterion along with the rating to be assigned based on the degree to which the criterion has been met.

Table 1: Rating Scheme Rating
Symbol Description
√ Evaluation criterion fully met

√$ Evaluation criterion fully met, however a cost is associated with meeting the criterion (e.g., to acquire the specification)

* Evaluation criterion partially met

x Evaluation criterion not met

√/x Evaluation criterion met in one sector (e.g., for Government of Canada content) but not met in another sector (e.g., for non-government / commercial content)

√/* Evaluation criterion met in one sector (e.g., for Government of Canada content) but not met / partially met in another sector (e.g., for non-government / commercial content)


1.5.3 File format recommendations

Table 3, following, summarizes the files formats that LAC recommends for the preservation of and long term access to digital content, and also identifies the file formats that are acceptable for the transfer of digital content to LAC.

Please note that there is no implied migration path from the “acceptable for transfer” formats and the “recommended” for preservation formats. The selection of a preservation format will be based on the degree to which the significant properties of the source format (and of individual instances of the format) are retained in the target preservation format (and the relative importance (or weigthing) of specific properties).

Table 4 summarizes the ratings of LAC’s recommended file formats against the criteria identified in Section 1.5.2, whereas Appendix A – Recommended Preservation Format Evaluation provides detailed rating information. Please note that there is no implied order of preference / precedence in the list of formats.

Appendix B – Applying the Guidelines to LAC Preservation Policies, graphically demonstrates the mapping of the recommended preservation formats to LAC’s preservation strategy (outlined in Section 1.2.2).

Table 2: Evaluation Criteria Definition and Rating Criterion Evaluation Basis Rating
Openness/Transparency
Specifications available from one or more of the following:

a) Open membership organization (such as the W3C (World Wide Web Consortium), the OMG (Object Management Group))
b) International standards organization (such as the ISO)
c) Industry-based open membership organization
√
Evaluation criterion fully met
Specifications available only at cost
√$
Evaluation criterion fully met, however a cost is associated with meeting the criterion
Specifications potentially available from multiple sources (could not be confirmed)
*
Evaluation criterion partially met
Specifications only available from / under the control of a single vendor or small group of vendors
x
Evaluation criterion not met
Adoption as a preservation standard
The majority of the organizations investigated use/are planning to use the format as a preservation standard (50% or more of the organizations)
√
Evaluation criterion fully met
Some of the organizations investigated use/are planning to use the format as a preservation standard (less than 50% of the organizations)
*
Evaluation criterion partially met
None of the organizations investigated use/are planning to use the format as a preservation standard
x
Evaluation criterion not met
Stability/Compatibility
a) degree of forward/backward compatibility
A format is backward compatible if it provides all of the functionality of a previous release or version of the format

A format is forward compatible if it has the ability to gracefully accept content intended for later versions of the format (that is, software designed to interpret / render a prior version of a format can also interpret / render the current version of the format)

Forward/backward compatibility:

a) High compatibility: A format is both forward and backward compatible
√
Evaluation criterion fully met
b) Medium compatibility: A format is backward compatible only
*
Evaluation criterion partially met
c) Low compatibility: A format is neither forward nor backward compatible
x
Evaluation criterion not met
b) degree of protection against file corruption
Corruption protection: Resilience to random bit-level/byte-level changes in content

a) High resilience: Changes have little or no impact to renderability/interpretability / uses methods for detecting/recovering from changes
√
Evaluation criterion fully met
b) Medium resilience: Changes affect renderability but not interpretability / some ability to recover from changes
*
Evaluation criterion partially met
c) Low resilience: Any change affects the ability to interpret and render the format
x
Evaluation criterion not met
c) frequency of version releases
Format stability demonstrated by the number of version releases and/or extensions; format’s use in derivatives and/or industry-specific applications

High format stability
√
Evaluation criterion fully met
Medium format stability
*
Evaluation criterion partially met
Low format stability
x
Evaluation criterion not met
Dependencies/Interoperability
Low dependency / High interoperability
Low dependency / Medium interoperability
Medium dependency / High interoperability
√
Evaluation criterion fully met
Low dependency / Low interoperability
Medium dependency / Medium interoperability
Medium dependency / Low interoperability
*
Evaluation criterion partially met
High dependency / Low interoperability
High dependency / Medium interoperability
High dependency / High interoperability
x
Evaluation criterion not met
Standardization
Format follows a formal process enacted by any of the following:

a) Open membership organization (such as the W3C (World Wide Web Consortium), the OMG (Object Management Group))
b) International standards organization (such as the ISO)
c) Industry-based open membership organization
√
Evaluation criterion fully met
Format is subject to documented processes implemented by a single vendor or small group of vendors or no documented process
x
Evaluation criterion not met

Dependency/Interoperability Dependency Interoperability
Low
High availability of low-cost/free software to render/interpret the format; “humanly readable” format; little or no dependency on other formats / dependency only on non-proprietary formats
Format renderable on a very small set of platforms (such as, electronic book formats limited to one or two hardware platforms, or supported by a single software vendor (e.g., Microsoft LIT readable only with proprietary reader))

Medium
Availability of software from many vendors to interpret / render the format
Format renderable on a small set of mainstream hardware / software platforms

High
Some/high dependency on proprietary formats; low availability of software to interpret/render the format; format not “humanly readable” (e.g., binary format)
Format renderable on a large number of platforms (e.g., multiple OS, hardware (such as, EPUB format support on PDAs))


Return to Dependency/Interoperability

Table 3: Recommended and Acceptable for Transfer File Formats Content Type Recommended Acceptable for transfer
Text
•EPUB for electronic books
•Extensible Hypertext Markup Language (XHTML)
•Extensible Markup Language (XML)
•Hypertext Markup Language (HTML)
•Multipurpose Internet Mail Extensions (MIME)
•Open Document Format (ODF)
•PDF for long-term preservation (PDF/A)
•Rich Text Format (RTF)
•Standard General Markup Language (SGML)
•Text (plain text)
•Office Suites:
◦Microsoft Office including: Word Document Format, Excel Spreadsheet Format, Powerpoint Presentation Format
◦WordPerfect Suite including: WordPerfect Document Format, Quattro Pro Spreadsheet Format, Corel Presentations Format
◦Lotus Smartsuite including: WordPro Document Format, 1-2-3 Spreadsheet Format, Freelance Graphics Format
•Portable Document Format (PDF)

Audio
•Broadcast Wave Format (BWF) (for newly digitized content (i.e., creating))
•Waveform Audio Format (WAV) (for migrating born digital audio content)
•Audio Interchange File Format (AIFF)
•Mpeg-1 layer-3, Mepg-2 layer-3 (MP3)
•Mpeg-4 aac – advanced audio coding (AAC)
•Musical instrument digital interface (MIDI)
•Window media audio (WMA)

Digital Video
•Motion JPEG 2000
•Audio video interleave (AVI)
•Moving pictures expert group (MPEG-2)
•Moving pictures expert group (MPEG-4)
•Quicktime (MOV)
•Windows media video (WMV)

Still Images
•Joint photographic experts group (JPEG)
•Joint photographic experts group jpeg 2000 (JP2)
•Tagged image file format (TIFF)
•TIFF - GeoTIFF
•Digital imaging and communications in medicine (DICOM v. 3.0)
•Encapsulated postscript (EPS)
•Graphics interchange format (GIF)
•Portable network graphics (PNG)

Web Archiving
•Internet archive format (ARC)
•Web archive format (WARC)

Structured Data - Databases
•Software Independent Archiving of Relational Databases (SIARD)
•Delimited Flat file with DDL
•dBase Format (DBF)

Structured Data – Statistical and Qualitative Analysis
•Data Documentation Initiative (DDI) Version 3.0
•Data Exchange and Conversion Utilities and Tools (DExT)
•Statistical Data and Metadata Exchange (SDMX)
•Delimited Flat File with Variable Descriptions
•SAS
•SPSS

Structured Data – Scientific
•XML Container

Geospatial11
•ISO 19115 Geographic Information – Metadata (NAP – Metadata) (North American Profile)
•Canadian Council on Geomatics Interchange Format (CCOGIF)
•Digital Elevation Model (DEM)
•Digital line graphics – level 3 (DIG-3)*
•Environmental systems research institute (ESRI) export format – (E00)*
•Environmental systems research institute (ESRI) shape file format (SHP)*
•International Hydrographic Organization (IHO) S-57, Edition 3.1*

Computer Aided Design –Technical Drawing
•Drawing Interchange File Format/Data eXchange Format (DXF)
•Computer Graphics Metafile (CGM)

Computer Aided Design – CASE
•XML Metadata Interchange (XMI)

Source Code and Scripts
•XML Container
•Text


Table 4: Summary Evaluation of Recommended File Formats Content
Type Format Open-
ness / Trans-
parency Adoption Stability / Compatibility Depend-
encies / Inter-
operability Standard-
ization
Forward/
Backward Compatibility
Corruption Protection
Release Stability

Text
EPUB (underlying standard for eBooks)
√
Evaluation criterion fully met *
Evaluation criterion partially met *
Evaluation criterion partially met √
Evaluation criterion fully met √
Evaluation criterion fully met √
Evaluation criterion fully met
Extensible Markup Language (XML)
√
Evaluation criterion fully met √
Evaluation criterion fully met √
Evaluation criterion fully met √
Evaluation criterion fully met √
Evaluation criterion fully met √
Evaluation criterion fully met
Extensible HyperText Markup Language (XHTML)
√
Evaluation criterion fully met *
Evaluation criterion partially met *
Evaluation criterion partially met √
Evaluation criterion fully met √
Evaluation criterion fully met √
Evaluation criterion fully met
HyperText Markup Language (HTML)
√
Evaluation criterion fully met √
Evaluation criterion fully met *
Evaluation criterion partially met √
Evaluation criterion fully met √
Evaluation criterion fully met √
Evaluation criterion fully met
Multipurpose Internet Mail Extensions (MIME)
√
Evaluation criterion fully met *
Evaluation criterion partially met *
Evaluation criterion partially met √
Evaluation criterion fully met √
Evaluation criterion fully met √
Evaluation criterion fully met
Open Document Format (ODF)
√
Evaluation criterion fully met √
Evaluation criterion fully met *
Evaluation criterion partially met *
Evaluation criterion partially met √
Evaluation criterion fully met √
Evaluation criterion fully met
PDF for long-term preservation: PDF-Archive (PDF/A)
√
Evaluation criterion fully met √
Evaluation criterion fully met *
Evaluation criterion partially met √
Evaluation criterion fully met √
Evaluation criterion fully met √
Evaluation criterion fully met
Rich Text Format (RTF)
x
Evaluation criterion not met √
Evaluation criterion fully met *
Evaluation criterion partially met *
Evaluation criterion partially met x
Evaluation criterion not met x
Evaluation criterion not met
Standard Generalized Markup Language (SGML)
√$
Evaluation criterion fully met, however a cost is associated with meeting the criterion √
Evaluation criterion fully met √
Evaluation criterion fully met √
Evaluation criterion fully met √
Evaluation criterion fully met √
Evaluation criterion fully met
Text (TXT)
√$
Evaluation criterion fully met, however a cost is associated with meeting the criterion √
Evaluation criterion fully met *
Evaluation criterion partially met √
Evaluation criterion fully met √
Evaluation criterion fully met √
Evaluation criterion fully met
Audio
Broadcast Wave Format (BWF)
√
Evaluation criterion fully met √
Evaluation criterion fully met √
Evaluation criterion fully met √
Evaluation criterion fully met √
Evaluation criterion fully met √
Evaluation criterion fully met
Digital Video
JPEG 2000 MXF (MOTION JPEG 2000)
√$
Evaluation criterion fully met, however a cost is associated with meeting the criterion √
Evaluation criterion fully met √
Evaluation criterion fully met √
Evaluation criterion fully met √
Evaluation criterion fully met √
Evaluation criterion fully met √
Evaluation criterion fully met
Still Images
Joint Photographic Experts Group (JPEG)
√$
Evaluation criterion fully met, however a cost is associated with meeting the criterion √
Evaluation criterion fully met √
Evaluation criterion fully met √
Evaluation criterion fully met √
Evaluation criterion fully met
Joint Photographic Experts Group JPEG2000 (JP2)
√$
Evaluation criterion fully met, however a cost is associated with meeting the criterion √
Evaluation criterion fully met √
Evaluation criterion fully met √
Evaluation criterion fully met √
Evaluation criterion fully met
Portable Network Graphics (PNG)
√$
Evaluation criterion fully met, however a cost is associated with meeting the criterion √
Evaluation criterion fully met √
Evaluation criterion fully met √
Evaluation criterion fully met √
Evaluation criterion fully met
Tagged Image File Format (TIFF)
√
Evaluation criterion fully met √
Evaluation criterion fully met √
Evaluation criterion fully met √
Evaluation criterion fully met √
Evaluation criterion fully met
TIFF - GeoTIFF
√
Evaluation criterion fully met x
Evaluation criterion not met √
Evaluation criterion fully met *
Evaluation criterion partially met √
Evaluation criterion fully met √
Evaluation criterion fully met
Structured Data - Database
Software Independent Archiving of Relational Databases (SIARD)
*
Evaluation criterion partially met *
Evaluation criterion partially met *
Evaluation criterion partially met √
Evaluation criterion fully met *
Evaluation criterion partially met
Delimited Flat File with Data Description
√$
Evaluation criterion fully met, however a cost is associated with meeting the criterion √
Evaluation criterion fully met *
Evaluation criterion partially met √
Evaluation criterion fully met √
Evaluation criterion fully met √
Evaluation criterion fully met
Structured Data - Statistical and Qualitative Analysis Data
Data Documentation Initiative (DDI) Version 3.0
√
Evaluation criterion fully met *
Evaluation criterion partially met √
Evaluation criterion fully met √
Evaluation criterion fully met √
Evaluation criterion fully met
Data Exchange and Conversion Utilities and Tools (DExT)
√
Evaluation criterion fully met *
Evaluation criterion partially met *
Evaluation criterion partially met √
Evaluation criterion fully met √
Evaluation criterion fully met
Statistical Data and Metadata Exchange (SDMX)
√
Evaluation criterion fully met *
Evaluation criterion partially met *
Evaluation criterion partially met *
Evaluation criterion partially met √
Evaluation criterion fully met √
Evaluation criterion fully met
Delimited Flat File with Variable Description
√$
Evaluation criterion fully met, however a cost is associated with meeting the criterion *
Evaluation criterion partially met *
Evaluation criterion partially met √
Evaluation criterion fully met √
Evaluation criterion fully met √
Evaluation criterion fully met
Structured Data - Scientific Data
Not applicable at this time

Geospatial Data
ISO 19115 Geographic Information – Metadata (NAP – Metadata) (North American Profile)
√$
Evaluation criterion fully met, however a cost is associated with meeting the criterion √ Evaluation criterion fully met GoC
/n.a. √
Evaluation criterion fully met
Computer-Aided Design (CAD) – Technical Drawings
Drawing Interchange File Format (DXF)
x
Evaluation criterion not met √
Evaluation criterion fully met √
Evaluation criterion fully met *
Evaluation criterion partially met
Computer-Aided Design (CAD) – CASE
XML Metadata Interchange (XMI)
√
Evaluation criterion fully met x
Evaluation criterion not met *
Evaluation criterion partially met √
Evaluation criterion fully met √
Evaluation criterion fully met
Source Code and Scripts
Not applicable at this time



--------------------------------------------------------------------------------

1 Note: Within the TDR, automatic normalization will be performed on the “acceptable for transfer” formats identified in the guidelines (conversion or migration to a “recommended” format): all other formats will be addressed on an individual case basis. Should the format prove to be a commonly used format, automated normalization/migration will be considered for future submissions.

2 www.collectionscanada.gc.ca/digital-initiatives/012018-2000.01-e.html

3 A service copy may be created as part of the acceptance/approval process or may be produced dynamically.

4 A policy addressing storage media for use in preservation is currently under development.

5 Please see Appendix C: Concepts and Definitions - Codecs.

6 www.digitalpreservation.gov/formats/intro/format_eval_rel.shtml#what

7 www.nationalarchives.gov.uk/pronom/

8 www.gdfr.info/udfr.html

9 www.digitalpreservation.gov/formats/content/content_categories.shtml

10 See Gillesse et al 2008; Rauch, Carl et al. 'File-Formats for Preservation: Evaluating the Long-Term Stability of File-Formats." Proceedings ELPUB2007 Conference on Electronic Publishing : Vienna, Austria , 2007. http://elpub.scix.net/data/works/att/122_elpub2007.content.pdf; National Archives (UK). "Selecting File Formats for Long-Term Preservation." (2003). www.nationalarchives.gov.uk/documents/selecting_file_formats.rtf; Library of Congress. "Sustainability of Digital Formats: Planning for Library of Congress Collections." (2007). www.digitalpreservation.gov/formats/sustain/sustain.shtml.

11 For geospatial information, the “acceptable for transfer” formats with asterisks will be preserved as is (not migrated) until such time as the adoption rate of the Treasury Board Secretariat (TBS) standard (identifying ISO 19115), and the avalaibility of tools supporting the standard is more fully understood (exception to preservation strategy for the near future).

Table of Contents | Next


Social Tagging (About Social Tagging)

Guidance on Managing Records in Web 2.0/Social Media Platforms

NARA Bulletin 2011-02October 20, 2010

TO: Heads of Federal Agencies

SUBJECT: Guidance on Managing Records in Web 2.0/Social Media Platforms

http://www.linkedin.com/groups/Small-Business-Globe-Mail-2639726?report%2Esuccess=78SkroH7IWfMn0aJK-N_kyozjPc00YdXbZFFCtpAsPcT0-IXiVFFyHXG84mJlxPq4FU5_D


EXPIRATION DATE: October 31, 2013

1. What is the purpose of this bulletin?

This bulletin provides guidance on managing records produced when Federal agencies use web 2.0/social media platforms for Federal business. Open and transparent government increasingly relies on the use of these technologies, and as agencies adopt these tools, they must comply with all records management laws, regulations, and policies. Successful compliance involves the active participation of agency records management staff, web managers, social media managers, information technology staff, privacy and information security staff, and other relevant stakeholders.

Department of Justice Canada

Employee records
http://laws-lois.justice.gc.ca/Search/Search.aspx?h1dd3n1d=E1%3aS4M0FMNG3M7B-15&ddC0nt3ntTyp3=Statutes&h1dd3nPag3Num=3&txtT1tl3=%22Canada+Labour+Code%22&txtS3archA11=record&h1ts0n1y=0


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Canada Labour Code - R.S.C., 1985, c. L-2 (Section 256)
Canada Labour Code - R.S.C., 1985, c. L-2 (Section 251.14)
Canada Labour Code - R.S.C., 1985, c. L-2 (Section 125)
Canada Labour Code - R.S.C., 1985, c. L-2 (Section 87)
Canada Labour Code - R.S.C., 1985, c. L-2 (Section 252)



Canada Labour Code - R.S.C., 1985, c. L-2 (Section 249)
Canada Labour Code - R.S.C., 1985, c. L-2 (Section 135.1)
Canada Labour Code - R.S.C., 1985, c. L-2 (Section 264)
Canada Labour Code - R.S.C., 1985, c. L-2 (Section 258)
Canada Labour Code - R.S.C., 1985, c. L-2 (Section 136)



Canada Labour Code - R.S.C., 1985, c. L-2 (Section 135)
Canada Labour Code - R.S.C., 1985, c. L-2 (Section 125.1)
Canada Labour Code - R.S.C., 1985, c. L-2 (Section 146.2)
Canada Labour Code - R.S.C., 1985, c. L-2 (Section 134.1)
Canada Labour Code - R.S.C., 1985, c. L-2 (Section 16)

Labour Standards Keeping of Records

Ministry of Human Resources and Skills Development Canada
Employment Standard Publications
http://laws-lois.justice.gc.ca/eng/regulations/C.R.C.,_c._986/page-7.html#h-17

Pamphlet 14 - Labour Standards
Keeping of Records


Part III of the Canada Labour Code (Labour Standards)

Legislative Source

Section 24 of the Canada Labour Standards Regulations identifies the required records to be kept on file for inspection by an Inspector under the Canada Labour Code .

Employer Responsibility

Employers must keep payroll and other employment records for at least 36 months. Employers must also post an outline of the Code requirements and notices as required by law, along with an indication where one may obtain further information from the Labour Program.

1. What type of records are required that identify the employee?

You must record the name; address; social insurance number; job title; and sex of the employee to identify the employee. If the employee is under 17 years old, the age of the employee must be recorded. The start, and any end date of employment is also required.

2. What information must be kept on file for how the employee is paid?

You need to record the rate of pay and whether it is hourly/weekly/monthly/or on any other basis. If it is on any other basis, a clear explanation must be evident. In addition, any changes to the rate of pay, and effective dates, must be identified.

3. What records must be kept of actual earnings of the employee?

These records include: amounts paid each pay day; overtime payments; vacation pay; general holiday pay; bereavement leave with pay; any termination pay/pay in lieu of notice as well as any severance pay. Each pay cheque must include a statement showing the period for which the payment is made; the number of hours for which the payment is made; the rate of wages; the details of the deductions made from the wages; and the actual sum being received by the employee.

4. In what format must the pay statements be provided?

The pay statements can be provided in paper or electronic form. If the employer chooses to provide the pay statements electronically, the following means must be taken:

The employer must inform each employee where the electronic pay statements are stored, such as a website address;
The pay statement must be readable and printable only by the employee;
The pay statement must remain accessible by the employee through electronic means for a period of 3 years from the first date the electronic pay statement is made available to the employee;
The employer must provide the employee with private access to a computer and a printer.
5. What is needed in recording work hours?

Records are required which show the daily hours worked, unless the employee is excluded as a manager as provided for under the Code. If hours of work are averaged, records must include the posting of the 30 day notice, as well as identify the periods of averaging; start date of averaging; details of the reductions in hours; and the number of overtime hours paid if applicable. In the case of a modified work schedule, copies of the notice, schedules, votes and posting dates are needed.

6. How is time away from the job recorded?

For times when the employee has been granted leave, applicable records must be kept. This would include: start and end date of annual vacations; general holidays; bereavement leave; start and end dates of any maternity/parental/or maternity-related reassignment leave; sickness and work-related illness or injury absences.

7. What type of documents or notices must be kept on file?

These type of records include the identification of the employer's pay periods, any agreements relating to the postponement or waiving of vacation leave; the substitution of general holidays and related votes; notices to determine "year of employment" for vacation purposes; and notices for leave for maternity/parental leave. In the case of termination of employment, a copy of the notice of termination must be retained. If a request for a medical certificate has been made for sick leave or maternity-related matters, a copy of the certificate(s) must be kept. In cases of work-related injury or illness, detailed reasons for the absence, expected dates for return to work or notifications/reasons that employee cannot return must all be documented and maintained on file.

The following is a check-list of records required under the Canada Labour Standards Regulations .

Records Check-lists

Records Regulation
Start and end date of employment of each employee 24.(1)
Name, address, SIN, classification, sex, age if under 17 years 24.(2)(a)
Rate of wages (hourly/weekly/monthly/or other basis) and any changes in the rate 24.(2)(b)
Explanation of wages if on any other basis 24.(2)(c)
Daily hours worked (except if excluded under S.167(2) or 169 and 171) 24.(2)(d)
Earnings Records:
Records Regulation
Amounts paid each pay day 24.(2)(e)
Overtime pay recorded
Vacation pay recorded
General holiday pay recorded
Bereavement leave pay recorded
Pay in lieu of notice recorded
Severance pay recorded
Details of pay & deductions made each pay day 24.(2)(f)
Start and end date(s) of annual vacation for year of employment 24.(2)(g)
Copy of any written agreement to postpone or waive vacation[Reg.14(1)] 24.(2)(g.1)
Copy of any notice to determine "year of employment" [S.183 & Reg.12] 24.(2)(g.2)
Start and end date of maternity/parental leave and notices for such leave requests 24.(2)(h)
Start and end date of any maternity reassignment/modifications/notices 24.(2)(h.1)
General holidays granted/substitutions/votes 24.(2)(i)
If Averaging:

Records Regulation
Notice posted 24.(2)(j)
Periods of averaging
Start date of averaging
Details of reductions
Number of overtime hours paid if applicable
Employer's pay periods 24.(2)(k)
Copy of any notices of termination under Div. IX and Div. X 24.(2)(l)
Copy of employer's written request for medical certificate under Div. XIII
Copy of any medical certificates under Div. VII, XIII and XIII.1
(NOTE: The confidentiality of these documents must be maintained) 24(2)(h)
24(2)(l)
24(4)(b)
Dates of any bereavement leave granted under Div. VIII 24.(2)(m)
Copies of any notices of modified work schedules/votes/posting dates 24.(2)(n)
Detailed reasons for employee's absence due to work-related illness or injury 24.(4)(a)
Date of return to work or notification with reasons that employee cannot return 24.(4)(c)
This pamphlet is provided for information only. For interpretation and application purposes, please refer to Part III of the Canada Labour Code (Labour Standards), the Canada Labour Standards Regulations , and relevant amendments.

The number, 1-800-641-4049, offers 24-hour bilingual information on the Directorate's programs and services and provides a single point of contact for our clients and Canadians.

You can order this pamphlet by contacting:

Publications Services
Human Resources and Skills Development Canada
140 Promenade du Portage
Phase IV, 12th Floor
Gatineau, Québec
K1A 0J9

Fax: 819-953-7260
Online: Publication Search / Publication Management and Planning System (PMPS)

This document is available on demand in alternative formats (Large Print, Braille, Audio Cassette, Audio CD, e-Text Diskette, e-Text CD, or DAISY), by contacting 1 800 O-Canada (1 800-622-6232). If you have a hearing or speech impairment and use a teletypewriter (TTY), call 1 800 926 9105.

© Her Majesty the Queen in Right of Canada, 2010

Print
Cat. No.: HS23-2/14-2010
ISBN: 978-1-100-52093-3

PDF
Cat. No.: HS23-2/14-2010E-PDF
ISBN: 978-1-100-16477-9

Full text of this pamphlet in PDF (75 KB)

To access the Portable Document Format (PDF) version you must have a PDF reader installed. If you do not already have such a reader, there are numerous PDF readers available for free download or for purchase on the Internet:

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Timeline: A visual representation of hacks over time

http://www.theglobeandmail.com/news/timeline-a-visual-representation-of-hacks-over-time/article2118795/



INFOGRAPHIC
Timeline: A visual representation of hacks over time
Published Wednesday, Aug. 03, 2011 11:13PM EDT
Last updated Wednesday, Aug. 03, 2011 11:29PM EDT


INFOGRAPHIC
Timeline: A visual representation of hacks over time
Published Wednesday, Aug. 03, 2011 11:13PM EDT
Last updated Wednesday, Aug. 03, 2011 11:29PM EDT
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Timeline: A visual representation of hacks over time
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Several organizations across the globe were affected by massive hacks, some lasting as long as five years. Here, a visual representation of these hacks is mapped across time, with the height of each line corresponding to the number of years the organziations were affected.

web reference style

http://www.jesslaccetti.co.uk/2009/05/how-to-reference-web-sites.html

The following useful post explains how to find the *original* date something was posted to a web site. Very useful for those referencing online content:
"There are basically three different dates associated with any "public" web page that’s available on the Internet:

1. The publication date - this is the date when a web page or a website is first uploaded on to a public web server so that human beings and search spiders can find and read that page.

2. The discovery date - this is the date when search engine spiders first discover a web page on the Internet. Given the fact that Google has become so good at crawling fresh content, the date of first-crawl can be the same as the actual publication date (#1).

3. The cache date - this is the date when a web page was last crawled by the search bot. While webmasters can use XML sitemaps to hint search engines that a page on the site has changed, search bots are free to ignore that advice and therefore the cache date may or may not be the same as the last modified date.

To give you an example, the publication date of this article is February 25, 2008 (it’s mentioned on the web-page), the discovery date (when Google first crawled that page) is also Feb 25, 2008 but the cache date, or the day when Googlebot last crawled that page, is April 20, 3009.

Know The Publishing Date of Web Pages

Now in the above case, the author has himself indicated the publishing date of the web page but in situations where the date is not specified (or you think the mentioned date in incorrect), here’s a simple hack to help you know when a web page or web domain was last published on the Internet.

Step 1. Go to google.com and copy-paste the full URL of the web page in the search box along with the inurl: operator (e.g. inurl:www.example.com). Hit enter.

google.com/search?q=inurl:http://www.labnol.org/websites

Step 2. Now go to browser address bar (Ctrl+L in Firefox or Alt+D in Internet Explorer) and copy-paste "&as_qdr=y15" at the end of the Google search URL. Hint enter again.

google.com/search?q=inurl:http://www.labnol.org/websites&as_qdr=y15

Step 3. Google will load the results again and this time, you’ll see the actual publication date of the web page next to the title in Google search results as in this screenshot.

Employee Files: What to Keep in Them

Employee Files: What to Keep in Them
http://www.fredlaw.com/articles/banking/bank_0303_mmk.html
BY: MARY M. KRAKOW
March 2003
Where to Keep the Records
All employers must implement a system for retaining employee records. Employers must decide where to keep employee records, what files to create, and what to keep in the files. Where to Keep the Records All employee records should be kept in locked cabinets in a secure area, with access allowed only to individuals who have a business need-to-know. When determining where to store employee records, employers should keep in mind that various laws dictate that employers must keep certain documents confidential and be able to produce certain documents on demand for inspection by employees, union representatives, or government agencies.

What Files to Create
Employers generally should create separate files for the following:
Personnel-type records in a "personnel file"
Medical and benefit records in a confidential "medical/benefits file"
Certain payroll records in a "payroll file"
Employee I-9 forms in an "I-9 file"
Other miscellaneous files as necessary
The first two sets of records can be stored side-by-side in separate sections of one file or by record classification in entirely separate files or drawers, generally in alphabetical order. The payroll records, I-9 forms, and any miscellaneous files should each be in separate files.

What to Keep in the Files
The following guidelines may be used for each file type:

Personnel File:

Application documents: Application, résumé, records of reference checks, and interview notes if a standardized set of interview questions was used (If the notes are the result of a random set of questions for the candidate, it is better to keep the notes in the maker's "hiring" file; interview notes for candidates not hired must be kept in a "hiring" file for no less than one year, longer if covered by laws requiring a longer retention period);
All applicable job descriptions;
New hire paperwork: Direct deposit, authorization for a deduction or withholding of pay, records reflecting name, address and emergency contact, any offer letter or employment contract, employee handbook acknowledgement, harassment policy acknowledgement, signed confidentiality policy, and any records of property assigned to the employee;
Performance records: Memos, notes, and letters relating to performance (both good and bad), performance evaluations, training records, and disciplinary documentation (including, but not limited to, documentation of oral warnings, copies of written warnings, and termination records);
Attendance records: Documentation regarding dates and reasons for leaves of absence, vacation/paid time off, other personal time off, sick leave and leave under the Family and Medical Leave Act (FMLA), but no medical records or medical information pertaining to the above; and
Employment history: Documentation showing date of hire, dates of job changes (promotions, demotions, transfers, and layoff), all pay changes with effective dates and reason, and general fringe benefit information.
Medical/Benefits File:

Insurance (e.g., health, dental, life, disability) and benefit (e.g., 401(k), pension, profit sharing) enrollment forms and claims information;
Any medical exam information for new hires and/or current employees
Drug and/or alcohol testing-related documents;
Worker's compensation records;
Medical documentation for FMLA leave and other types of leave related to an employee's medical condition. Actual dates of the leave (attendance records) should also be kept in the personnel file; and
Records relating to return to work medical evaluations, medical work restrictions, and reasonable accommodation.
Payroll:

Paperwork related to garnishments, loans or advances from the company;
Employee time cards/sheets;
Records that include name, address, date of birth, job title, and pay rate and the dates of applicable pay changes;
Work schedules;
Documentation identifying race, ethnicity, or veteran's status that the employer must maintain for purposes of completion of the annual EEO-1 form (for all employers with 100 or more employees and all federal affirmative action employers), Vets 100 form (for employers with a federal contract), or federal or state affirmative action programs;
I-9 Forms:

I-9 forms for all employees.
Other Separate Files:

Benefit plan records: Plan descriptions, summary plan descriptions, annual reports and summary annual reports for all company-sponsored benefit plans;
Union documentation: Dues check-off information, membership cards, grievance information, any collective bargaining agreements, and other union-related documentation.
Information regarding workplace accidents and injuries: OSHA logs and forms, annual summaries, and all First Report of Injury forms.
This is only a partial list. Employers may maintain additional, separate, employment-related files as issues arise (e.g., confidential investigation files for employee complaints of alleged harassment or discrimination; confidential files of any documents created as part of the company's defense to an employee's legal claims against the company, etc.).

Employers with questions regarding employee records should consult with legal counsel.