Appointing powers shall retain the following records in a systematic and orderly fashion for a minimum period of five years from the date of creation of the record:

For each CEA examination, the appointing power shall maintain an examination file that includes, but is not limited to, the content and scope of the examination publicity and announcement; specific job-related evaluation criteria and selection procedures that were used in the examination; documentation on how those criteria were applied to the candidates; documentation as to the competitiveness of the candidates's qualifications relative to each other; and the appointing power's rationale for selecting the successful candidate.