AGENCY: Division of Human Resource Management
SERIES: 9060
TITLE: Department of Transportation employee files
DATES: 1923-2010.
ARRANGEMENT: Alphabetical by surname
DESCRIPTION: Complete work history of individual while employed by the State. Refer to UCA 67-18-1, et seq. and DHRM standards on accessing, maintaining, and managing employee personnel files. When an employee transfers to another state agency, the official personnel file must be sent to the new agency. The 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 for 65 year(s) after separation
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
AUTHORIZED: 01/04/2010
FORMAT MANAGEMENT
Paper: Retain in Office until separation or retirement of employee and then transfer to State Records Center provided scanned and quality checked. Retain in State Records Center for 65 years and then destroy.
Computer data files: Retain in Office until administrative need ends and then delete.
APPRAISAL
Administrative
Records in this series have long-term administrative value to document employment and eligibility for benefits. They may be destroyed according to the approved retention schedule.
PRIMARY DESIGNATION
Private
SECONDARY DESIGNATION
Public. Eighteen personal data elements identified by the State Records Committee