Utah Department of Administrative Services

Division of Archives & Records Service

Career Service Review Office

12591--Personnel files
12593--Leave applications
12594--Leave record
22398--Grievance and appeal procedures manuals
14769--Grievance files documentation
9144--Employee grievance files
9145--Executive correspondence
9146--Legal decision case files
9147--Annual reports
9148--Guides for employees and employers
9149--Career service review board minutes
9150--Grievance procedure rules

AGENCY: Career Service Review Office

SERIES: 12591
TITLE: Personnel files
DATES: 1980-
ARRANGEMENT: Alphabetical by employee name

DESCRIPTION: Complete work history of individual while employed by the State. Refer to UCA 67-18-1, et seq. When an employee transfers to another state agency, the official personnel file must be sent to the new agency. File should include current information on performance evaluations, performance plans, position description, career mobility agreement, insurance benefits notification (ADNT-1), job swap agreement, and overtime agreement where applicable. Also contains application for employment, employees' social security card (copy), Notice of personnel action (DHRM_33), Human resource profile/events (DHRM_34), Termination form (DHRM_35), Employment eligibility verification form, Exit interview form, New employee orientation self-guide, and retirement/deferred compensation plan notification (ADNT-2). May contain documentation on employee withholding, completion of course certificates, conflict of interest letters, incentive award results, letters of commendation, leave records, health records, and leave adjustment reports.

RETENTION

Retain 65 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after employee terminates employment and then transfer to State Records Center. Retain in State Records Center for 63 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 2.

PRIMARY DESIGNATION

Private. UCA 63G-2-302 (1)(e) (2008)

SECONDARY DESIGNATION

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


AGENCY: Career Service Review Office

SERIES: 12593
TITLE: Leave applications
DATES: 1989-
ARRANGEMENT: Chronological

DESCRIPTION: Applications for leave and supporting papers relating to request for and approval of employee leave.

RETENTION

Retain 6 months after application date.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 11.

PRIMARY DESIGNATION

Private


AGENCY: Career Service Review Office

SERIES: 12594
TITLE: Leave record
DATES: 1989-
ARRANGEMENT: Alphabetical by employee name

DESCRIPTION: This series documents the type and amount or number of hours taken by an employee during a calendar year. The function of the series is to provide payroll and accounting information. After the leave records are signed by the employee and supervisor, they are maintained in the official personnel file, series 12591.

RETENTION

Retain Until transferred to employee file.

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office until report is signed and transferred to employee file.

APPRAISAL

Administrative

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA_63G-2-301_(1)(b)_(2008)


AGENCY: Career Service Review Office

SERIES: 22398
TITLE: Grievance and appeal procedures manuals
DATES: 1989-
ARRANGEMENT: Chronological.

DESCRIPTION: This manual contains information pertaining to statutory provisions, administrative rules, grievance and appeal procedures, review board, Government Records Access and Management Act (GRAMA), time frames, and glossary and are created for state employees filing grievances.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently with authority to weed.

APPRAISAL

Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 23.

Disposition based on the value of these records in documenting agency policies, procedures, and function.

PRIMARY DESIGNATION

Public


AGENCY: Career Service Review Office

SERIES: 14769
TITLE: Grievance files documentation
DATES: 1986-
ARRANGEMENT: Alphabetical by last name

DESCRIPTION: These are memos, correspondence, employee responses, hearing summaries and notices, notes, exhibits, witnesses statements, briefs, motions, pleadings, hearings, decisions, transcripts, internal office logs, and all documentation not sealed according to UCA 67-19a-408(6) that are used in the employee grievance process. Documentation is brought to the Career Service Review Board by the employee filing the grievance and continues to be created during the grievance process. After the grievance is resolved, this documentation is no longer needed. It is used in conjunction with Record Series 9144, employee grievance files.

RETENTION

Retain 6 months.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on the administrative need as stated by the agency.

PRIMARY DESIGNATION

Private. UCA 52-4-5 (1)(a)(i) Documentation relating to Steps 1 through 4 are private.

SECONDARY DESIGNATION

Public. Documentation relating to Steps 5 and 6 are public.


AGENCY: Career Service Review Office

SERIES: 9144
TITLE: Employee grievance files
DATES: 1986-
ARRANGEMENT: Chronological, thereunder alphabetical by name
ANNUAL ACCUMULATION: 1.50 cubic feet.

DESCRIPTION: These files contain materials regarding career service employees' grievances created through Steps 1 through 4 of the greivance process. This board serves as the final administrative body to review appeals from employees and agencies of decisions about promotions, dismissals, demotions, suspensions, written reprimand, wages, salary, violations of personnel rules, issues concerning the equitable administration of benefits, reductions in force, and disputes concerning abandonment of position that have not been resolved at an earlier stage in the grievance procedure. This file could include the grievance statement, requested remedy, correspondence, decisions, copies of subpoenas, witness lists, notices of hearing, exhibits, memoranda and any other information that might be supplied by the individual filing the grievance.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy provided no pending litigation.

APPRAISAL

Administrative Legal

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 19.

The Employee Grievance file itself is not for public scrutiny. The office does prepare an Annual Report, however, which provides limited information to the reader. The report gives type of grievances filed, the agency involved, the level of resolution, and final disposition.

PRIMARY DESIGNATION

Private


AGENCY: Career Service Review Office

SERIES: 9145
TITLE: Executive correspondence
DATES: 1986-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These are records not duplicated elsewhere that document how the office is organized and how it functions, its pattern of action, its policies, procedures and achievements.

RETENTION

Retain 5 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 2 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

Executive correspondence has been dealt with in the General Schedule.

PRIMARY DESIGNATION

Public


AGENCY: Career Service Review Office

SERIES: 9146
TITLE: Legal decision case files
DATES: 1978-
ARRANGEMENT: Alphanumerical by decision number
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: This file is the legal documentation of hearings and appeals that are filed by State employees or departments and contains only the decision information. It includes the decisions of the Hearing Officer, orders of the Career Service Review Board, appeals and motions, and mailing certificates which indicate when information was sent and to whom it was sent. The office has just recently purchased a computer system and will be putting all decisions into a data file for in-office research capabilities.

RETENTION

Retain 25 years.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 25 years and then transfer to State Archives with authority to weed.

Computer data files: Retain in Office permanently.

APPRAISAL

Administrative Legal

These records are used for research by the public as to what decisions have been reached in the past. All Step 6 level decisions are available in the Law Library.

PRIMARY DESIGNATION

Public


AGENCY: Career Service Review Office

SERIES: 9147
TITLE: Annual reports
DATES: 1979-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These reports contains information pertaining to the types and numbers of grievances submitted, the agencies involved, levels of resolution, appeals, disciplinary actions, grievance issues, jurisdictional hearings, judicial review and summary of activities. The report is compiled from the Employee Grievance Files and the information is presented primarily through charts and graphs.

RETENTION

Retain 10 years.

DISPOSITION

Transfer to the State Archives permanently.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then transfer to State Archives.

APPRAISAL

Administrative Historical

PRIMARY DESIGNATION

Public


AGENCY: Career Service Review Office

SERIES: 9148
TITLE: Guides for employees and employers
DATES: 1986-
ARRANGEMENT: Alphabetical by publication title
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: There are several guides which are published and provided to career service employees and state agencies. These provide information on the Career Service Review Board's function and purpose and also basic information regarding employee relations. Examples of such guides are: "A Guide to Supervisor-Employee Relations in Utah State Government" and "A Guide to State Employees' Grievance Procedure".

RETENTION

Retain until updated.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office until updated and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

PRIMARY DESIGNATION

Public


AGENCY: Career Service Review Office

SERIES: 9149
TITLE: Career service review board minutes
DATES: 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are records created by the Board, including agenda and minutes which document the accomplishments and activities of this official board.

RETENTION

Retain 5 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

Stated in the Public and Private Writing Act in the Utah State Code 78-26 the classification is in agreement.

PRIMARY DESIGNATION

Public. All open session meeting minutes

SECONDARY DESIGNATION

Private. All closed session meeting minutes


AGENCY: Career Service Review Office

SERIES: 9150
TITLE: Grievance procedure rules
DATES: 1987-
ARRANGEMENT: Chronological

DESCRIPTION: These are rules which are updated to reflect the changes that may occur in the Utah Code. This publication includes rules and their titles, definition of terms and appendices which discuss time frames and a glossary. This information is given to any employee, employer, or other interested party and is taken from the Utah Code and the Administrative Rules.

RETENTION

Retain until updated.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until updated and then destroy.

APPRAISAL

Administrative Legal