Division of Archives and Records Service
Personnel Schedules for Your Review
As part of the General Schedule Update Project, the Utah State Archives is proposing the following changes to the general retention schedules for personnel records. Since May last year, several meetings and discussions have been held with human resource representatives and records officers to clearly define the contents of a personnel file. The seven year retention listed below is based on the statute of limitations for contracts.
| -1- Employment History Records Employment history documents a person’s application, hiring, and employment with a governmental entity, including all records necessary to calculate benefits. Actions taken as a result of disciplinary action or grievances are included in this schedule. |
SD 14-7, 14-11;CNT 8-34MUN 9-1, 9-12, 9-34, | Retention: 65 years or 7 years after retirement or death Disposition: Destroy |
| -2- Performance Plans & Evaluations This information documents an employee’s performance, including awards, performance plans, and evaluations. |
SD 14-30;MUN 9-7, 9-27, 9-39CNT 8-18, 8-33 | Retention: 7 years after end of employment Disposition: Destroy |
| -3- Grievance and Discipline Records Initial documentation responding to complaints that result in any type of investigation for possible disciplinary action. |
SD 14-27MUN 9-9, 9-11, 9-16, 9-19,CNT 8-1, 8-7, 8-14, 8-19 | Retention: 7 years after case closed Disposition: Destroy |
| -4- Employee Health and Medical Records These records document an employee’s fitness for duty. Documentation for health-related leave is included. |
SD 8-3, 8-7, 14-5,MUN 9-37 | Retention: 7 years after end of employment Disposition: Destroy |
These general retention schedules will be presented to the State Records Committee at their next meeting on November 13th. 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 .
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