AGENCY: National Guard

SERIES: 27397
TITLE: Military Human Resource Records
DATES: 2010-
ARRANGEMENT: Alphabetical by surname or numerical by Social Security Number search.

DESCRIPTION: Complete work history of an individual (excluding medical/psychological information) while employed by the State. Refer to UCA 67-18-1 (2005), et seq. and DHRM rules on accessing, maintaining, and managing employee personnel files. The employee's personnel file shall be considered a supplement to the DHRM computerized file and shall be subject to the rules governing personnel files. When an employee transfers to another state agency, the employees's personnel file must be sent to the new agency. The file typically includes applications for employment, career mobility documents, Memorandums of Understanding (MOU's), Employment Eligibility Certification records, Form 1-9 and other documents required by the U.S. Citizenship and Immigration Services; employee signed overtime agreements, personnel actions, corrective action plans, notices of disciplinary action, new employee orientation form checklists, performance plans and evaluations, letters of appreciation/commendation, separation and leave without pay records, employee benefits notification forms for PEHP and URS; references, copies of transcripts, training certifications or preparations, copies of items recorded in the DHRM computerized file, leave and time records; copies of any documents affecting the employee's conduct, status or salary, etc.

RETENTION

DISPOSITION

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is proposed and has not yet been approved.

FORMAT MANAGEMENT

Paper: Retain in Office until records are scanned and indexed in iPERMS and then destroy provided iPERMS backup has passed inspection.

Digital image: Retain in Office for 62 years and then transfer to National Archives.

APPRAISAL

Administrative Historical

This retention is based on the need to maintain National Guard members' records throughout their careers and into retirement.

PRIMARY DESIGNATION

Private. UCA 63G-2-302(1)(f)(2008)