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Personnel Schedules for Your Review

October 29, 2014

As part of the General Schedule Update Project, the Utah State Archives is proposing the following changes to the general retention schedules for personnel records. Since May last year, several meetings and discussions have been held with human resource representatives and records officers to clearly define the contents of a personnel file. The seven year retention listed below is based on the statute of limitations for contracts.

-1- Employment History Records
Employment history documents a person’s application, hiring, and employment with a governmental entity, including all records necessary to calculate benefits. Actions taken as a result of disciplinary action or grievances are included in this schedule.
SD 14-7, 14-11;CNT 8-34MUN 9-1, 9-12, 9-34, Retention: 65 years or
7 years after
retirement or death
Disposition: Destroy
-2- Performance Plans & Evaluations
This information documents an employee’s performance, including awards, performance plans, and evaluations.
SD 14-30;MUN 9-7, 9-27, 9-39CNT 8-18, 8-33 Retention: 7 years after
end of employment
Disposition: Destroy
-3- Grievance and Discipline Records
Initial documentation responding to complaints that result in any type of investigation for possible disciplinary action.
SD 14-27MUN 9-9, 9-11, 9-16, 9-19,CNT 8-1, 8-7, 8-14, 8-19 Retention: 7 years after
case closed
Disposition: Destroy
-4- Employee Health and Medical Records
These records document an employee’s fitness for duty. Documentation for health-related leave is included.
SD 8-3, 8-7, 14-5,MUN 9-37 Retention: 7 years after
end of employment
Disposition: Destroy

These general retention schedules will be presented to the State Records Committee at their next meeting on November 13th. We welcome your feedback on this update by either commenting to this blog post, calling Rebekkah Shaw at 801-531-3851 or emailing recordsmanagement@utah.gov .

  1. Joe McKea
    October 31, 2014 at 4:16 pm

    Where did the magic number 7 come from? Is there a standard of 7 years for retaining other records? Just interesting…Also, I would like to see some language that says “from the creation of this schedule forward” so we do not incur exposure to liability if we have previously disposed of documentation.

  2. rebekkahshaw
    November 3, 2014 at 8:57 am

    Thank you for your question, Joe. The “magic number 7” comes from the statute of limitations for contracts. Every general schedule draft is submitted to the Attorney General’s office for approval prior to posting on this blog. 7 years is their recommendation.
    The third column here is what we call a “crossover”. All schedules made obsolete will be hyper-linked to the updated schedule on our website. General schedules on our website also have a month and year date stamp so entities are not responsible for following the changed retention until after it is approved. Maybe we should make the date stamp more prominent?

  3. November 3, 2014 at 9:53 am

    How will the effective date of this new schedule work? Will it affect all current records, all records archived after implementation, or will it be for new hires after the implementation date? JRM

  4. rebekkahshaw
    November 3, 2014 at 10:30 am

    Hello Johnnie!
    The effective date works the same way as it would if you changed an individual records series. Meaning, all existing records would follow the new schedule. Records that have already been destroyed per the previous retention schedule were correctly destroyed, as they were following the existing retention and disposition at the time of destruction. The third column shows which existing general schedules will be changed to follow the new one if it is approved by the State Records Committee.

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