AGENCY: Division of Human Resource Management

SERIES: 660
TITLE: Department of Corrections personnel files
DATES: 1989-2012.
ARRANGEMENT: Alphabetical by surname.

DESCRIPTION: Complete work history of individual while employed by the State. Refer to UCA 67-18-1, et seq. and DHRM standards on accessing, maintaining, and managing employee personnel files. When an employee transfers to another state agency, the official personnel file must be sent to the new agency. The 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.

RETENTION

Retain for 65 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Employment history records, GRS-1965

AUTHORIZED: 11/23/2016

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after separation of employee or until microfilmed and then transfer to State Records Center. Retain in State Records Center for 62 years and then destroy.

Microfilm master: Retain in State Records Center for 65 years and then destroy.

Microfilm duplicate: Retain in State Records Center for 65 years and then destroy.

APPRAISAL

Administrative

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301 (1) (b)

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