Over the last year several meetings have been held with human resource representatives and record officers from school district, city, county and special district offices to clearly define the contents of a personnel file. An attorney, the Government Records Ombudsman, and record analysts have also been included in this creation process. The following schedules are for the retention of the personnel file contents and would replace the current general schedules for the Official Personnel File.
| -1- Staff Acquisition RecordsRecords related to the recruiting and hiring of employees, including candidates not hired. The resume and application of hired individuals are part of the Employee History Records. | SD 14-17, 14-18, 14-22, 14-23, 14-28, 14-29, 14-36 MUN 9-2, 9-4, 9-10, 9-13, 9-14?, 9-20, 9-25, 9-28, 9-30, 9-38CNT 8-4, 8-8, 8-15, 8-16, 8-21, 8-22, 8-25, 8-29 |
Retention: 3 years from applicationDisposition: Destroy |
| -2- Employment History RecordsEmployment history documents a person’s employment with a governmental entity, including all records necessary to calculate benefits. Hiring, qualifications, job descriptions and actions taken as a result of disciplinary action or grievances are included in this schedule. | SD 14-7, 14-11CNT 8-34MUN 9-1, 9-12, 9-34 | Retention: 65 years or 3 years after retirement or deathDisposition: Destroy |
| -3- Performance Plans & EvaluationsThis information documents an employee’s performance, including awards, performance plans and evaluations. | SD 14-30MUN 9-7, 9-27, 9-39CNT 8-18, 8-33 | Retention: 3 years after end of employmentDisposition: Destroy |
| -4- Grievance and Discipline RecordsInitial documentation responding to complaints that result in any type of investigation for possible disciplinary action. | SD 14-27MUN 9-9, 9-11, 9-16, 9-19CNT 8-1, 8-7, 8-14, 8-19 | Retention: 3 years after case closedDisposition: Destroy |
| -5- Employee Health and Medical RecordsThese records document an employee’s fitness for duty. Documentation related to health-related leave is included. | SD 8-3, 8-7, 14-5MUN 9-37 | Retention: 3 years after end of employmentDisposition: Destroy |
These general retention schedules will be presented to the State Records Committee at their next meeting on August 21st. We welcome your feedback on this update by either commenting to this blog post, calling Rebekkah Shaw at 801-531-3851 or emailing recordsmanagement@utah.gov.