AGENCY: National Guard
SERIES: 6678
TITLE: Official military personnel files
DATES: 1894-2009.
ARRANGEMENT: Chronological by filming batch, thereunder alphabetical by surname.
DESCRIPTION: These files contain the complete personnel records for enlisted, ranking members of the Utah National Guard. They are kept to document the service member's military service and are the official documents used to determine eligibility for participation in retirement and military benefits programs. Files include National Guard Bureau (NGB) Form 22, separation from the National Guard; Department of Defense (DD) Form 214 separation from active service; enlistment records; service records; discharge, separation or transfer documents; and if applicable, retirement eligibility documents. The amount of detail recorded in the files increased over time. Many of the forms routinely ask for name, race, address, place of birth, age, sex, citizenship, employment, marital status, name and number of dependents, education, service and Social Security number. At the time of enlistment, a person's educational, employment, criminal, and medical histories are taken. A record of any prior service is kept. An enlistment agreement specifying length of service and oath of loyalty are signed. During service, forms are kept regarding the person's training, attendance, qualification in arms, promotions and reductions, combat record, security clearance, awards, judicial actions, medical records, and transfers. Retirement credit, based on attendance is included. Finally, forms document discharges, citing reason and authority for the action. leave without pay records, employee benefits notification forms for PEHP and URS; references, copies of transcripts, training certifications or preparations, copies of items recorded in the DHRM computerized file, leave and time records; copies of any documents affecting the employee's conduct, status or salary, etc.
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Employment history records, GRS-1965
AUTHORIZED: 04/28/2009
FORMAT MANAGEMENT
Paper: Retain in Office until scanned and quality checked and then transfer to State Records Center. Retain in State Records Center for 65 years and then transfer to State Archives with authority to weed.
Digital image: Retain in Office until administrative need ends and then delete.
Microfilm master: Retain in State Archives permanently with authority to weed.
Microfiche master: Retain in State Archives permanently with authority to weed.
Microfiche duplicate: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in Office until administrative need ends and then destroy.
APPRAISAL
Administrative Historical
This retention is based on the need to maintain National Guard members' records throughout their careers and into retirement.
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private. UCA 63G-2-301(1)(f) (2008)