AGENCY: National Guard
SERIES: 7226
TITLE: Officer personnel case files
DATES: 1894-2009.
ARRANGEMENT: Chronological, thereunder alphabetical by surname, microfiche by batch.
DESCRIPTION: These files contain the complete personnel records for officers currently active in the National Guard and officers separated from the Guard. Files include personal history, enlistment records, and service records. They may also include separation papers. As of February 2003 the Officer's personnel files were combined with the enlisted personnel files.
Files are arranged alphabetically in the office. Records from 1894 thru 1984 were microfilmed,1985 thru 2000 are on microfiche, and after 2000 the paper documents are at the Records Center and can be accessed via request from the National Guard. Complete work history of an individual (excluding medical/psychological information) while employed by the State. Refer to UCA 67-18-1 (1977), et seq. and DHRM rules on accessing, maintaining, and managing employee personnel files. The employee's personnel file shall be considered a supplement to the DHRM computerized file and shall be subject to the rules governing personnel files. When an employee transfers to another state agency, the employees's personnel file must be sent to the new agency. The file typically includes applications for employment, career mobility documents, Memorandums of Understanding (MOU's), Employment Eligibility Certification records, Form 1-9 and other documents required by the U.S. Citizenship and Immigration Services; employee signed overtime agreements, personnel actions, corrective action plans, notices of disciplinary action, new employee orientation form checklists, performance plans and evaluations, letters of appreciation/commendation, separation and 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: 06/17/2013
FORMAT MANAGEMENT
Paper: Retain in Office until records are scanned and then transfer to State Records Center. Retain in State Records Center for 65 years and then destroy.
Digital image: Retain in Office until administrative need ends and then delete.
Microfiche master: For records beginning in 1985 through 2000. Retain in State Archives permanently.
Microfiche duplicate: For records beginning in 1985 through 2000. 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
Private. UCA 63G-2-302(1)(f)(2008)