Records Policies

Our Records unit collaborates with campus partners to maintain personnel information for each employee. We work to ensure that this information, which is related to the job and employment status of an employee, is complete, accurate and current.

The file serves as the historical record of information pertaining to an employee, from the date of hire to separation. We work to ensure that proper documentation is maintained for all employee actions. These actions include review, advisement, maintenance and retention of documents. We follow the General Records Schedule for Alabama Universities for employment-based records.

Personnel Files

Our Records unit handles employee records which includes information associated with the employee's life cycle of an employee. This information is maintained in Banner, which is our Human Resources Information System, along with other approved web-based file document storage and retention systems.

Auburn University Human Resources (AUHR) maintains the employee's official file. 

Employment Verifications

Wage verification requests of former and current employees of Auburn and AUM are directed to The Work Number, an income and employment verification company which provides immediate access to employment and wage data. 

The Work Number automates the verification process by instantly and securely delivering employment information that requestors such as banks or government agencies rely on to make credit granting or benefit entitlement decisions (mortgages, loans, etc.).  

It is important to note that the Office of Information Technology (OIT) has reviewed the data elements and business processes to ensure that The Work Number will safeguard sensitive data. The Work Number is PCI compliant and has the necessary measures in place to safely store and protect Personally Identifiable Information (PII).

Clients of The Work Number include lenders, property managers, pre-employment screeners, and social service agencies. Utilizing The Work Number for employment and wage verification benefits Auburn University and Auburn Montgomery employees and departments in multiple ways:

Additional information

Personnel File Access

Employee personnel files are the property of Auburn University. An employee may request a copy or ask to view their own file by emailing A representative will contact you regarding your request.

Other individuals and entities requesting file access of a current or former employee may also email There must be a legitimate business reason for the request. A representative will contact you with a decision and, if approved, coordinate the access. Examples may include:

  • File review due to selection opportunity

  • A new supervisor who wishes to review an employee's file

  • A Human Resources Liaison who wishes to review an employee's file

Inspection and disclosure of personnel files are made at the university's discretion. 

Banner Resources


For More Information

Last updated: 12/15/2023