AGENCY: Utah Board of Higher Education
SERIES: 11971
TITLE: Personnel files for permanent employees
DATES: 1969-
ARRANGEMENT: Chronological by termination date
DESCRIPTION: Complete work history of individual while employed by the State. Refer to UCA 67-18-1, et seq. When an employee transfers to another state agency, the official personnel file must be sent to the new agency. File should include current information on performance evaluations, performance plans, position description, career mobility agreement, insurance benefits notification (ADNT-1), job swap agreement, and overtime agreement where applicable. Also contains application for employment, employees' social security card (copy), Notice of personnel action (DHRM_33), Human resource profile/events (DHRM_34), Termination form (DHRM_35), Employment eligibility verification form, Exit interview form, New employee orientation self-guide, and retirement/deferred compensation plan notification (ADNT-2). May contain documentation on employee withholding, completion of course certificates, conflict of interest letters, incentive award results, letters of commendation, leave records, health records, and leave adjustment reports. The Board of Regents uses these records to maintain salary information, performance evaluations, and miscellaneous correspondence on former and current employees.
RETENTION
Retain for 65 year(s) after separation
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Employment history records, GRS-1965
AUTHORIZED: 04/07/1993
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year after retirement or separation of employee and then transfer to State Records Center. Retain in State Records Center for 64 years after date of employment or until 3 years after death or retirement and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Private. UCA 63G-2-302(1)(e) (2008)
SECONDARY DESIGNATION
Public. UCA 63G-2-301(1)(b) (2008)
Exempt. Salary information (UCA 53B-7-205) (2008)