Documentation and Records Retention. Verbal warnings should be documented and maintained in a supervisor's file along with other informal counseling and performance information. Written warnings, including dismissals and terminations for cause, should be recorded on the Corrective Action Notice. After obtaining the employee's signature on the form, it should be placed/kept in the employee's personnel file according to the documentation retention schedule. A copy should be sent to the local HR representative for placement in the Employee Relations file. The employee may have a copy of the form for his/her reference. If the employee refuses to sign the form, the supervisor should indicate on the form that the document was shown to the employee, the information was discussed with the employee, and the employee was asked, but he/she refused to sign the form. Written corrective action warnings will be retained in an employee's personnel file for a period of no less than twelve (12) months from the date of issue. After a period of twelve (12) consecutive months, during which no additional warnings have been recorded, the warning becomes inactive and should be removed from the employee's personnel file. However, copies of Corrective Action Notices will be retained in Employee Relations files in accordance with current record retention guidelines.
