AGENCY: Department of Health. Human Resource Management and Employee Development
SERIES: 7506
TITLE: Personnel case files
DATES: 1960-2014.
ARRANGEMENT: Alphabetical by employee name
DESCRIPTION: Complete work history of an individual (excluding medical/psychological information) while employed by the State. Refer to UCA 67-18-1 (1977), 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 authorized by Archives general schedule Employment history records, GRS-1965
AUTHORIZED: 01/06/1999
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years after separation or retirement of employee and then transfer to State Records Center. Retain in State Records Center for 63 years and then destroy.
Paper copy: Retain in Office until administrative need ends and then destroy.
APPRAISAL
Administrative Legal
This disposition is based on the administrative and legal value of the personnel record. Department policy is that when an employee leaves the department, his or her file is transferred to the Office of Human Resource Management, which handles the disposition of the record.
PRIMARY DESIGNATION
Public. UCA 63G-2-301 (1)(b) (2008).
SECONDARY DESIGNATION
Private. UCA 63G-2-302 (1)(f), (2)(a) (2008).