Utah Department of Administrative Services

Division of Archives & Records Service

Ogden (Utah). Personnel Office

84898--Personnel files
20355--Court ordered community service files
20356--Eligibility register
20357--Employee history card
20358--Employment applications
20359--Employment application not hired
20360--Employment eligibility records (I-9)
20361--Interview records
20362--Job title files
20363--Position survey files
20364--Pre-employment health records
20365--Promotional tests
20366--Salary surveys
20367--Teaching aids training record
20368--Temporary employees personnel files

AGENCY: Ogden (Utah). Personnel Office

SERIES: 84898
TITLE: Personnel files
DATES: 1959-
ARRANGEMENT: Alphabetical by employee surname

DESCRIPTION: A file maintained by the city personnel office is created for each employee upon hire. The file is retained and updated throughout the term of employment. Files may contain a W4; employment applications; requests for employment from Job Service; action notices for hire or termination; any correspondence between employee and employer regarding employment.

RETENTION

Retain 30 years after separation or 3 years after death.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 30 years after separation of employee or 3 years after retirement and then destroy.

APPRAISAL

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

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


AGENCY: Ogden (Utah). Personnel Office

SERIES: 20355
TITLE: Court ordered community service files
DATES: ca. 1959-
ARRANGEMENT: Alphabetical by surname

DESCRIPTION: These files document participation in court ordered community service projects. A district, circuit, or juvenile court may order the completion of a specific number of hours of community service in lieu of a jail term or payment of a fine. The files include an introduction form from the court which contains name, number of hours of community service ordered to perform, by what date, and any expectations; a copy of the court order; and a time sheet showing how many hours have been completed. The court having jurisdiction of the case retains the record copy of these records.

RETENTION

Retain 1 year after completion of community service

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after completion of community service and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 17.

PRIMARY DESIGNATION

Public


AGENCY: Ogden (Utah). Personnel Office

SERIES: 20356
TITLE: Eligibility register
DATES: ca. 1959-
ARRANGEMENT: Chronological

DESCRIPTION: This a a register of persons identified as qualified (eligible) to fill specific municipal positions. The municipality hires from this register.

RETENTION

Retain 2 years after expiration of eligibility.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after expiration of eligibility and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 4.

PRIMARY DESIGNATION

Private


AGENCY: Ogden (Utah). Personnel Office

SERIES: 20357
TITLE: Employee history card
DATES: ca. 1959-
ARRANGEMENT: Alphabetical by employee name

DESCRIPTION: These cards provide a summary of individual employee municipal employment. They are used exclusively for easy reference. The cards include the employee's name, date service began, social security number, birth date, health certificates and dates, work experience, salaries, and special assignments.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years after separation or until 2 years after retirement and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 6.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

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


AGENCY: Ogden (Utah). Personnel Office

SERIES: 20358
TITLE: Employment applications
DATES: ca. 1959-
ARRANGEMENT: Alphabetical by applicant's name.

DESCRIPTION: These are application forms completed by persons seeking municipal employment who were subsequently hired. They include the name, address, and telephone number of the applicant, employment history, education, and a list of references. This should be filed in the Personnel file.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office until transferred to personnel file.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 1.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

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


AGENCY: Ogden (Utah). Personnel Office

SERIES: 20359
TITLE: Employment application not hired
DATES: ca. 1959-
ARRANGEMENT: Chronological

DESCRIPTION: These are application forms completed by persons seeking municipal employment who were not hired. They include the name, address, and telephone number of the applicant, employment history, education, and a list of references.

RETENTION

Retain 2 years after application deadline

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 20.

PRIMARY DESIGNATION

Private


AGENCY: Ogden (Utah). Personnel Office

SERIES: 20360
TITLE: Employment eligibility records (I-9)
DATES: 1986-
ARRANGEMENT: Chronological, thereunder alphabetical by employee's 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 date whichever is longer and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Private


AGENCY: Ogden (Utah). Personnel Office

SERIES: 20361
TITLE: Interview records
DATES: ca. 1959-
ARRANGEMENT: Alphabetical by job title

DESCRIPTION: These are records described in 29 CFR 1602.14 (1992) relating to interviews with prospective employees. They include correspondence, reports, lists of questions, notes, and test scores.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after hiring decision is made and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 25.

PRIMARY DESIGNATION

Private


AGENCY: Ogden (Utah). Personnel Office

SERIES: 20362
TITLE: Job title files
DATES: ca. 1959-
ARRANGEMENT: Alphabetical by job title

DESCRIPTION: These files contain a listing of all current municipal job openings with job descriptions.

RETENTION

Retain 1 year

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Ogden (Utah). Personnel Office

SERIES: 20363
TITLE: Position survey files
DATES: ca. 1959-
ARRANGEMENT: Chronological

DESCRIPTION: These are survey reports on various positions prepared by classification specialists determining accuracy of position description, grade, and salary. They may also include periodic reports.

RETENTION

Retain 3 years or until position is resurveyed, whichever occurs first.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years or until position is resurveyed, whichever occurs first and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 14.

PRIMARY DESIGNATION

Public


AGENCY: Ogden (Utah). Personnel Office

SERIES: 20364
TITLE: Pre-employment health records
DATES: ca. 1959-
ARRANGEMENT: Alphabetical by employee name

DESCRIPTION: These health records document pre-employment physicals for municipal positions which provide the baseline health data on municipal employees who qualified for the specific positions, particularly for police department and fire department positions. These records are used to limit liability in deployment of workers, to establish the health status of potential workers, and to limit the effect of occupational related diseases and conditions that might limit an employee's ability to perform assigned duties. These records include chest and back x-rays, hypertension screenings, blood series, and medical histories.

RETENTION

Retain 30 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 30 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 37.

PRIMARY DESIGNATION

Private


AGENCY: Ogden (Utah). Personnel Office

SERIES: 20365
TITLE: Promotional tests
DATES: ca. 1959-
ARRANGEMENT: Alphabetical by employee name

DESCRIPTION: These are tests taken by municipal employees to determine eligibility for promotion. They include the actual tests, answer keys, individual test scores, and the results from oral interviews.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 39.

PRIMARY DESIGNATION

Protected

SECONDARY DESIGNATION

Private. name and score


AGENCY: Ogden (Utah). Personnel Office

SERIES: 20366
TITLE: Salary surveys
DATES: ca. 1959-
ARRANGEMENT: Chronological

DESCRIPTION: These are salary survey reports on various municipal positions. They are used to compare salary ranges, benefits, education, and required experience. They include positions, grades, salaries, benefits, education, and experience.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 40.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302 (2008)


AGENCY: Ogden (Utah). Personnel Office

SERIES: 20367
TITLE: Teaching aids training record
DATES: ca. 1959-
ARRANGEMENT: Alphabetical by topic, thereunder chronological

DESCRIPTION: These are records of teaching aids which include manuals, syllabi, textbooks, and other training aids developed by the agency.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until obsolete or superseded and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 15.

PRIMARY DESIGNATION

Public


AGENCY: Ogden (Utah). Personnel Office

SERIES: 20368
TITLE: Temporary employees personnel files
DATES: ca. 1959-
ARRANGEMENT: Alphabetical by employee name

DESCRIPTION: These are files maintained on temporary employees who were not provided benefits by the municipality. They include copies of correspondence and employment forms. They do not include personnel records created for specific federal programs.

RETENTION

Retain 1 year after separation.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 32.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

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