Utah Department of Administrative Services

Division of Archives & Records Service

Salt Lake City (Utah). Mayor. Division of Personnel

25637--Supervisor's convenience personnel files
25300--Tuition reimbursement
25304--Employment Eligibility Records (I-9 Forms)
25268--Personnel & payroll administrator time report package
27867--Pre-employment background files
8769--Human resource information system
6886--Active personnel files
6887--Separated personnel files
6888--Employee salary history printout
6889--Employee warning file
6890--Employee warning log
6891--Separation notices records log and files
6893--Merit and hire evaluation report
6894--Job openings
6895--Applications received log
6896--Job applications received files
6898--Civil Service Examination files
6899--Civil Service Commission minutes
6900--Equal Employment Opportunity complaint case files
6901--Compliance report printout
6902--Candidate test preparation manuals

AGENCY: Salt Lake City (Utah). Mayor. Division of Personnel

SERIES: 25637
TITLE: Supervisor's convenience personnel files
DATES: 1930-
ARRANGEMENT: Alphabetic by name

DESCRIPTION: These files are the official employment files for all municipal employees and usually include the original employment application, correspondence, credential files, letters of commendation, pay and leave history, work performance, training certificates, and evaluation forms.

RETENTION

Retain 65 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after employee leaves division and then transfer to Agency Record Center provided placed in separated personnel file and weed duplicative material. Retain in Agency Record Center for 64 years after date of employment or until 3 years after retirement or death and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 12.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b) (2008)


AGENCY: Salt Lake City (Utah). Mayor. Division of Personnel

SERIES: 25300
TITLE: Tuition reimbursement
DATES: 1996-
ARRANGEMENT: Alphabetical by name

DESCRIPTION: These records are applications for the tuition reimbursement program for Salt Lake City employees. They also include receipts, grades, and the tuition aid payroll entry form.

RETENTION

Retain 2 years after termination.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until termination of employee and then transfer to Agency Record Center. Retain in Agency Record Center for 2 years and then destroy.

APPRAISAL

Administrative

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Mayor. Division of Personnel

SERIES: 25304
TITLE: Employment Eligibility Records (I-9 Forms)
DATES: 1986-
ARRANGEMENT: Aphhabetical by name

DESCRIPTION: This form is required by the U.S. Immigration and Naturalization Service to be completed by all employers when hiring, when recruiting for a fee, or when continuing to employ individuals in accordance with 8 CFR 274a.2 (1993)). It is used to verify the prospective employee is a U.S. citizen, resident alien, or legal immigrant eligible to be hired in the United States.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after date of hire or until 1 year after termination whichever is longer and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 34.

PRIMARY DESIGNATION

Private


AGENCY: Salt Lake City (Utah). Mayor. Division of Personnel

SERIES: 25268
TITLE: Personnel & payroll administrator time report package
DATES: 1996-
ARRANGEMENT: Chronological by year

DESCRIPTION: These are records which verify hours worked, sick leave, vacation, overtime, and holidays earned and taken by municipal employees.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to Agency Record Center. Retain in Agency Record Center for 2 years and then destroy.

Paper copy: Retain in Office for 1 year and then destroy.

APPRAISAL

Administrative Fiscal Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 14.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Mayor. Division of Personnel

SERIES: 27867
TITLE: Pre-employment background files
DATES: 1970-
ARRANGEMENT: alphabetical by name
ANNUAL ACCUMULATION: 3.00 cubic feet.

DESCRIPTION: Some jobs with Salt Lake City require background checks which are used for hiring purposes. Records include background history questionnaires, reference checks, credit history, drug history, driving history, criminal history, interviews with previous employers, family members, references, or other specific information requested for pre-employment purposes.

RETENTION

Retain 65 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to Agency Record Center provided applications of those not hired have been weeded and destroyed. Retain in Agency Record Center for 62 years and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 12.

Background checks are addressed in the Utah Code. UCA 11-40-102 deals with criminal background checks by political subdivisions operating water systems. UCA 53-6-302 discusses the Peace Officer Standards and Training Act.

PRIMARY DESIGNATION

Private


AGENCY: Salt Lake City (Utah). Mayor. Division of Personnel

SERIES: 8769
TITLE: Human resource information system
DATES: 1940-
ARRANGEMENT: None

DESCRIPTION: This automated system contains information on employee status. The system is continuously updated with individual employee records being purged two years after termination. Three separate tapes are created and stored of payroll information: Tape 1--regular payroll and adjusted payroll, taped before and after payroll run; Tape 2--sequential file for each payroll run; and Tape 3--payroll at calendar year end as a sequential file. The complete system is backed up on tape biweekly. This system includes name, hire date, salary, payment history, pension, deferred compensation, job classification, department, dependents, EEO information. The system is stored on hard disk and backed up weekly on tape.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

Computer magnetic storage media: Retain in Office for 2 years after employee terminates and then erase.

Computer magnetic storage media: Retain in Agency Record Center for 3 years and then erase.

Computer magnetic storage media: Retain in Agency Record Center for 7 years and then erase.

Computer magnetic storage media: Retain in Agency Record Center for 15 years and then erase.

Computer magnetic storage media: Retain in Agency Record Center for 2 weeks and then erase.

APPRAISAL


AGENCY: Salt Lake City (Utah). Mayor. Division of Personnel

SERIES: 6886
TITLE: Active personnel files
DATES: 1934-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 1.20 cubic feet.

DESCRIPTION: These are the official records consisting of personnel history records for all actively employed city personnel who are regular (full-time and part-time), hourly or seasonal employees. Files may include new hire paper work, certifications, performance appraisals, job bids, transfer notes, merit increases, and job status changes.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office until termination of employee and then transfer to "Separated Personnel Files".

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 12.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Mayor. Division of Personnel

SERIES: 6887
TITLE: Separated personnel files
DATES: 1930-
ARRANGEMENT: Chronological by year, thereunder Alphabetical by name
ANNUAL ACCUMULATION: 1.10 cubic feet.

DESCRIPTION: These records consist of personnel history records for formerly employed city personnel. Files may include new hire paper work, certification, warning and discipline letters, commendations, performance appraisals, job bids, transfer notes, merit increases, and job status changes.

RETENTION

Retain 65 years.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years or until 3 years after retirement or death and then microfilm.

Microfilm master: Retain in Office for 60 years or until 3 years after retirement or death and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 12.

It is current city policy to maintain all personnel records permanently. All personnel policies will be reviewed within the next year.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b) (2008)


AGENCY: Salt Lake City (Utah). Mayor. Division of Personnel

SERIES: 6888
TITLE: Employee salary history printout
DATES: 1985-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: This computer printout contain salary information for each city employee. It is compiled from Personnel (PER) form updates which constantly change as employees are hired, terminated, or salary changes. The printout is used to update personnel histories. This printout includes name, hire date, department number, job title, salary amount, and reason for amount change.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 months and then destroy.

APPRAISAL

This printout is only used for quick access to information on salary changes. It needs only to be kept for a six month period.


AGENCY: Salt Lake City (Utah). Mayor. Division of Personnel

SERIES: 6889
TITLE: Employee warning file
DATES: 1983-
ARRANGEMENT: Chronological by calendar year
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These files contain a record of warnings given to city employees for infractions of city policy. They are used by the Equal Employment Opportunity (EEO) offce for grievance purposes. These files include name of employee, department, a record of infractions and requests for purging of information.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Though 20 CFR 1602.31 indicates that warning files should only be kept for two years of acceptable performance, or if litigation is involved--until final disposition of the charge or action, the city wants to keep them permanently. The city attorney, the personnel office, and the EEO officer have agreed on this policy. These files are removed from the personnel files and placed in a locked file which is accessed only by the city attorney in the case of litigation. The policy is evolving and will be reevaluated within the year.


AGENCY: Salt Lake City (Utah). Mayor. Division of Personnel

SERIES: 6890
TITLE: Employee warning log
DATES: 1977-
ARRANGEMENT: Chronological by calendar year
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This log records all disciplinary actions and warning violations given to city employees. It is used for Equal Employment Opportunity (EEO) purposes. This log includes date, list of disciplinary actions, warning violations, department, name, sex, violation, and action taken.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This log is used to study trends of whether discrimination is occurring in the use of warnings. Since the system is relatively new, the department would like to keep them permanently, but they will reevaluate within the year.


AGENCY: Salt Lake City (Utah). Mayor. Division of Personnel

SERIES: 6891
TITLE: Separation notices records log and files
DATES: 1977-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These files consist of forms received from individual city departments notifying the Personnel Department of the separation of individual employees and a log recording such separations. These files include employee name, salary, hire date, social security number, effective date, position title, department-division, mailing address, reason for termination, method of separation, date, and the signatures of employee, division head, department head, and personnel director. The log contains employees name, social security number, date of separation, date hired, and reason for separation

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in Office permanently.

APPRAISAL

The forms document the termination of city employees and become part of the terminated personnel file.


AGENCY: Salt Lake City (Utah). Mayor. Division of Personnel

SERIES: 6893
TITLE: Merit and hire evaluation report
DATES: 1984-
ARRANGEMENT: Numerical by department number
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: This report is a computer printout listing the date for merit pay increase and release of sick and vacation time. It is used to substantiate merit increases, and vacation time. This report includes: name, social security number, department number, job title, hire date, anniversary date, date for merit increase, and release of sick and vacation time.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then destroy.

APPRAISAL

This printout is used for easy access to information concerning salary increases.


AGENCY: Salt Lake City (Utah). Mayor. Division of Personnel

SERIES: 6894
TITLE: Job openings
DATES: 1979-
ARRANGEMENT: Numerical by job number
ANNUAL ACCUMULATION: 1.70 cubic feet.

DESCRIPTION: These files document all current job openings, requisitions and applicant list which includes applicants certification, applicants interviewed, and applicants hired. It includes job announcements and copies of the job descriptions.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to Agency Record Center. Retain in Agency Record Center for 2 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 10.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Mayor. Division of Personnel

SERIES: 6895
TITLE: Applications received log
DATES: 1980-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: This monthly log is kept for all applications received from the general public and pre-bid system. It is used to monitor employment applications. This log includes: applicant's name, date of application, date received, position applied for, and Equal Employment Opportunity (EEO) information.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

This log is maintained for three years for city's grievance procedures.


AGENCY: Salt Lake City (Utah). Mayor. Division of Personnel

SERIES: 6896
TITLE: Job applications received files
DATES: 1983-
ARRANGEMENT: Alphabetical by job title
ANNUAL ACCUMULATION: 3.30 cubic feet.

DESCRIPTION: These files contain applications received from the general public for available city jobs (including seasonal applications), who were not hired. These files include applicant name, address, phone number, education, previous work experience, names of references, and Equal Employment Opportunity (EEO) information.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy.

APPRAISAL

It is the city's policy to keep an application on file for one year. All applicants are notified of this policy.


AGENCY: Salt Lake City (Utah). Mayor. Division of Personnel

SERIES: 6898
TITLE: Civil Service Examination files
DATES: 1979-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 3.40 cubic feet.

DESCRIPTION: These examinations are for the police and fire entry level tests plus all validity documentation. These files include actual examinations taken by applicants for police and firefighter positions, studies by consultants concerning fairness of exams, and any additional information on the fairness of exams.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years or until litigation is resolved and then destroy.

APPRAISAL

These files are maintained for legal purposes in case an applicant challenges the fairness of the test and claim discrimination.


AGENCY: Salt Lake City (Utah). Mayor. Division of Personnel

SERIES: 6899
TITLE: Civil Service Commission minutes
DATES: 1960-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These bound volumes contain the minutes of the monthly meetings of the Civil Service Commission which covers the Police and Fire Departments (UCA 10-3-1005).

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 20 years and then transfer to Agency Record Center. Retain in Agency Record Center permanently.

APPRAISAL

It is general policy to maintain minutes permanently. These minutes are particularly important historically, to document the workings of the Salt Lake Civil Service Commission and possible discrimination cases lodged against the city.


AGENCY: Salt Lake City (Utah). Mayor. Division of Personnel

SERIES: 6900
TITLE: Equal Employment Opportunity complaint case files
DATES: 1978-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 0.80 cubic feet.

DESCRIPTION: These case files document the results the EEO investigations filed either through the internal process or state or federal agencies. These files include entire investigation, facts accumulated, and related correspondence.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after resolution of case and then destroy.

APPRAISAL

29 CFR 1613.2222 prescribes that the records should be destroyed 4 years after resolution of case.


AGENCY: Salt Lake City (Utah). Mayor. Division of Personnel

SERIES: 6901
TITLE: Compliance report printout
DATES: 1973-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These statistical reports are an annual computer printout showing city employees by race, sex, income according to job function. The information is submitted to the Office of Equal Employment Opportunity on form EEO-4.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

29 CFR 1602.30


AGENCY: Salt Lake City (Utah). Mayor. Division of Personnel

SERIES: 6902
TITLE: Candidate test preparation manuals
DATES: 1982-
ARRANGEMENT: Numerical by manual number
ANNUAL ACCUMULATION: 37.50 cubic feet.

DESCRIPTION: These manuals are prepared by the city to be used by candidates preparing for the entry level tests for police officers and fire fighters. These manuals include police officers manual which contains police practices, legal terminology, and other information concerning job related duties. The fire fighters manual contains fire fighting practices, fire prevention practices, and tools and equipment information.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until replaced or updated and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 16.

These manuals were compiled for candidates preparing to take entry level examinations for the positions of police officer and fire fighter. They are not needed for other purposes and should be discarded after they are updated.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(11) and UCA 63G-2-305(12) (2008)