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

SERIES: 6889
TITLE: Employee warning file
DATES: 1983-2015.
ARRANGEMENT: Chronological by calendar year

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

DISPOSITION

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 11/1986

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.

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