AGENCY: Division of Human Resource Management
SERIES: 25711
TITLE: Workplace discrimination and harassment investigation records
DATES: 1997-
ARRANGEMENT: Alphabetical by name.
DESCRIPTION: These are records associated with complaints and investigations concerning workplace discrimination and harassment, as defined in Administrative Code R477-15-1 (2020).
The Department of Human Resource Management participates in both Department-conducted investigations for complaints submitted to the Department, as well as investigations conducted by external agencies such as the Utah Anti-Discrimination and Labor Division (UALD), Department of Labor, or Equal Employment Opportunity Commission (EEOC). Records for both types of investigation are included in this series, as the latter records typically incorporate the former.
These records are primarily held in field offices, and are never put in an employee's personnel file. If an investigation leads to disciplinary action, the corrective action is noted in the personnel file, but the investigation records are kept separately.
Records may include the original complaint; correspondence; investigation plan; statements from the complainant, the alleged harasser, and third parties; interview notes; fact-finding information; recommendations; final outcomes; and related records.
RETENTION
Retain for 5 year(s) after case is closed
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 04/2005
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year after case is closed and then transfer to State Records Center. Retain in State Records Center for 4 years and then destroy.
Computer data files: Retain in Office for 5 years after case is closed and then delete.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Protected. Utah Code 63G-2-305(25) (2020); see Utah Administrative Code R477-15-5(c) (2020)
SECONDARY DESIGNATION
Private. Utah Code 63G-2-302(2)(a) and (2)(d) (2020)
Public