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General Schedule Number: 10 Personnel Series 1 EMPLOYEE PERSONNEL RECORDS Applications, salary history, performance appraisals, job histories, leave authorizations, exam results, termination documents, related documents and correspondence. Agency personnel folder is to be sent to new employing agency whenever a State employee is transferred/promoted/restored to service. When employee separates from State service, last employing agency will retain complete personnel folder 4 years. The folder can then be destroyed, but only after the agency has contacted the Bureau of Human Resources to confirm that the employee has not been re-employed at another agency. Note: If collective bargaining contract requires that disciplinary documents be destroyed earlier than described above, the contract shall be followed. Agency of Record: Bureau of Human Resources Date Adopted: 12/18/01 Obsolete or Current: C Disposal: D Retention of Record Copy: 60 Retention of Copies: 4 State Audit Requirement?: N Federal Audit Requirement?: N 2 INCIDENT FILE RECORDS Records of employee commendation/counseling; corrective action memos; related correspondence between employer and employee. Destroy after yearly performance appraisal has been prepared and grievance deadline has expired, unless grieved. If grieved, destroy 3 years after resolution of grievance. Agency of Record: Creating Agency Date Adopted: 3/8/90 Obsolete or Current: C Disposal: D Retention of Record Copy: 1 Retention of Copies: Not Applicable State Audit Requirement?: N Federal Audit Requirement?: N 3 REQUISITION FOR EMPLOYEE Requisition for employee forms; registers (job referral lists); structured interview materials; related correspondence. Agency copy may be destroyed after 1 year unless grieved. If grieved, destroy 3 years after resolution of grievance. Agency of Record: Bureau of Human Resources Date Adopted: 3/8/90 Obsolete or Current: C Disposal: D Retention of Record Copy: 3 Retention of Copies: 1 State Audit Requirement?: N Federal Audit Requirement?: N 4 CLASS SPECIFICATIONS (NOT APPEALED) Class definition; representative tasks; knowledges and abilities; qualifications; exam plan. Replace active classes whenever changes are made. Retain abolished classes 5 years (BHR only). Agency of Record: Bureau of Human Resources Date Adopted: 3/8/90 Obsolete or Current: C Disposal: D Retention of Record Copy: 5 Retention of Copies: Destroy When Updated State Audit Requirement?: N Federal Audit Requirement?: N 5 CLASS SPECIFICATIONS (APPEALED) Class definition; representative tasks; knowledges and abilities; qualifications; exam plan. Agencies are not responsible for maintaining appeal materials. Agency of Record: Bureau of Human Resources Date Adopted: 3/8/90 Obsolete or Current: C Disposal: D Retention of Record Copy: 40 Retention of Copies: Destroy When Updated State Audit Requirement?: N Federal Audit Requirement?: N 6 ADMINISTRATIVE REPORT OF WORK CONTENT (FJA-1) Individual job description/task statements for each position in State service. A new FJA-1 is prepared whenever duties are changed. BHR will maintain grieved FJA for 3 years following resolution of grievance; all other FJA's (agency copies and BHR record copy) may be replaced whenever changes are made in job. Agency of Record: Bureau of Human Resources Date Adopted: 3/8/90 Obsolete or Current: C Disposal: D Retention of Record Copy: 3 Retention of Copies: Destroy When Updated State Audit Requirement?: N Federal Audit Requirement?: N 7 POSITION DETAIL RECORD Computer-generated history of each position in State service. Shows current and previous incumbents, salary scale, and classification. Paper copy of PDR may be destroyed whenever an update is printed. Bureau of Human Resources shall delete position from disk file 5 years after position is abolished. Agency of Record: Bureau of the Budget Date Adopted: 3/8/90 Obsolete or Current: C Disposal: D Retention of Record Copy: 3 Retention of Copies: Destroy When Updated State Audit Requirement?: N Federal Audit Requirement?: N 8 HUMAN RESOURCE PROFILE See General Schedule 3 (Payrolls and Authorizations Series). This form is frequently treated by State agencies as part of the employee's payroll record, because it is the document used to authorize change/increase in rate of pay. Agency of Record: Bureau of Human Resources Date Adopted: 12/18/01 Obsolete or Current: C Disposal: D Retention of Record Copy: 60 Retention of Copies: 3 State Audit Requirement?: Y Federal Audit Requirement?: Y 9 WORKERS COMPENSATION FILES FOR STATE EMPLOYEES Employer's First Report of Occupational Injury, Employee's Report of Injury, Supervisor's Report of Injury, Wage Statements, Medical Release Forms, Employer's Supplemental Report, Memorandum of Payment or Notice of Controversy Form, Informal Conference Report, Medical Reports and related correspondence. Although the Bureau of Human Resources is the agency of record, most documents are actually held by the agency employing the individual worker. The full retention period should be applied to these documents. Agency of Record: Bureau of Human Resources Date Adopted: 3/8/90 Obsolete or Current: C Disposal: D Retention of Record Copy: 13 Retention of Copies: 3 State Audit Requirement?: N Federal Audit Requirement?: N 10 DIRECT HIRE APPLICATIONS Certain positions may be filled directly by the department or agency which has the vacancy. The Federal Fair Employment Practices Act requires that these applications and accompanying documents (transcripts, letters of reference, etc.) be retained two years, after which they may be destroyed. Agency of Record: Creating Agency Date Adopted: 1/15/96 Obsolete or Current: C Disposal: D Retention of Record Copy: 2 Retention of Copies: Not Applicable State Audit Requirement?: N Federal Audit Requirement?: N Disposal: A=Archives, D=Destroy, X=Other (See Description) . 11 Employee Medical Records All medical records created at the request of the employing
All certifications, certificate and related documentation Agency of Record: Creating Agency 13 Job Interview Packs All structured interview materials and related correspondence .Agency of Record: Creating agency This page was last
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October 29, 2008. 
