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					                                                                                Human Resources
                                                                                                                                                                               Schedule
   Section       Record Title                         Description                               Retention            Classification                  Comments
                                                                                                                                                                                  #
Benefits     Cafeteria Plan      These files document eligibility for reimbursements 8 Years                       Private UCA 63-2- Approved by State Records Committee 06/91 PE-022
             Reimbursement Files of medical expenses under Section 125 cafeteria                                   302(1)(b) (1996)  which have been adopted by the County.
                                 plan. They include receipts, bills, statements, and
                                 other forms that documents medical expenses paid
                                 by the employee. They also include the
                                 reimbursement form and voucher envelope.
Benefits     COBRA Letters and    These letter document an employee's right to        3 Years                      Private            Approved by State Records Committee 06/91 PE-023
             Information          insurance coverage on the even they terminate                                                       which have been adopted by the County.
             (Consolidated        employment, are reduced in hours, divorce, or legal
             Omnibus budget       separation, death of the employee, eligibility for
             Reconciliation)      Medicare, dependent loss of status, moving out of
                                  state, and conversion.
Benefits     Insurance Deduction These are reports and related papers including         3 years after separation   Primary            Approved by State Records Committee 06/91 PE-024
             Files               copies of vouchers and payments schedules              of employee                Classification     which have been adopted by the County.
                                 pertaining to insurance deductions                                                Private
Benefits     Life Insurance       These files contain medical and dental claims for     3 Years                    Primary: Public.   Approved by State Records Committee 06/91 PE-025
             Reports              county employees. They are used to track claims                                  Secondary:         which have been adopted by the County.
                                  and for cost analysis of insurance programs.                                     Private: UCA 63-3-
                                                                                                                   302 (1)(a) (1995)
Benefits     Retiree Reports      These reports document medical and dental               3 Years                  Private            Approved by State Records Committee 06/91 PE-026
                                  insurance coverage for retirees of Salt Lake                                                        which have been adopted by the County.
                                  County. They are used to document payments
                                  made to the insurance companies. The monthly
                                  premium reports also document and insurance
                                  activity for a retired individual. The dental insurance
                                  reports include the number of people covered,
                                  types of coverage rates, and payment amounts.
                                  The monthly premium reports, include
                                  cancellations, Medicare supplemental coverage, life
                                  insurance information, authorization forms,
                                  agreements, copies of applications, change cards
                                  and correspondence.
Benefits/    Employee Assistance This is annual report of summary statistics            4 Years                    Public             Approved by GRAMPA 2/25/2010             PE-009
Employee     Program Summary     indicating the case management activities of the
Assistance   Report              Employee Assistance Program. This report
Plan (EAP)                       includes summary data gathered quarterly and
                                 annually indicating total number of employees
                                 informed of program, number of new referrals,
                                 number of cases, summary of problems handled,
                                 and types of activities.
Benefits/    Employee Assistance These are case files documenting each employee 5 years                            Private            Approved by GRAMPA 2/25/2010             PE-010
Employee     Program Case Files registered and assisted by the EAP. Filed                                          UCA 63G-2-
Assistance                       numerically by case number to preserve privacy of                                 302(1)(b) and 63G-
Plan (EAP)                       individual. These files include intake form, referral                             2-302(2)(d)
                                 recommendations, release of information
                                 authorization, employee name, address, telephone
                                 number, case number, date, sex, marital status,
                                 number of children and their ages, type of referral,
                                 reasons for referral, supervisor, need for
                                                                                    Human Resources
                                                                                                                                                                                     Schedule
   Section           Record Title                          Description                                Retention            Classification                  Comments
                                                                                                                                                                                        #
                                        counseling, resource used for treatment,
                                        employer's letters of reprimand, and appointment
                                        schedule.
Classification / Adverse Action Files These are case files and related records created in 3 years after case is         Private             Approved by GRAMPA 1/15/09               PE-011
Compensation                          reviewing an adverse action (reduction in force)      closed
                                      against an employee. The file includes a copy of
                                      the proposed adverse action with supporting
                                      papers; statements of witnesses; employee's reply;
                                      hearing notices, reports, and decisions; reversal of
                                      action; and a record of appeals, excluding letters of
                                      reprimand which are normally filed in official
                                      personnel files.
Classification / Allocation and    Allocation letters and attached survey reports on        7 years or until position is Public             Approved by GRAMPA 1/15/09               PE-012
Compensation Position Survey Files various positions prepared by classification             resurveyed whichever is
                                   specialists determining accuracy of position             first and then destroy.
                                   description, grade, They may also include periodic
                                   reports.
Classification / Position Description   These files describe established positions including 10 Years after position is Public              Approved by GRAMPA 1/15/09               PE-013
Compensation Files                      information on title, grade, duties, and agency      abolished or description
                                        responsibilities.                                    is superseded and then
                                                                                             destroy
Classification / Salary Survey's    These are salary survey reports on various county Retain for 7 years and            Primary: Public.  Approved by GRAMPA 1/15/09                 PE-014
Compensation included in allocation positions. They are used to compare salary ranges, then destroy.                    Secondary:
                 file               benefits, education and experience required. They                                   Private: UCA 63G-
                                    include employee’s names, positions, grades,                                        2-302 (2)(a)
                                    salaries, benefits, education, and experience.
EEO / ADA       Equal Employment        These are compliance files containing background    3 years                     Public              Approved by State Records Committee 06/91 PE-015
                Opportunity (EEO)       papers and correspondence relating to contractor                                                    which have been adopted by the County.
                Compliance Case         employment practices.
EEO / ADA       Equal Employment        These files document official discrimination       4 years after resolution of Primary: Private.    Approved by State Records Committee 06/91 PE-016
                Opportunity (EEO)       complaints received and resolved by the county.    case                                             which have been adopted by the County.
                Discrimination          The files contain complaints, related
                                        correspondence, reports, exhibits, withdrawal
                                        notices, copies of decisions, records of hearings
                                        and meetings, and other records as described in 29
                                        CFR 1613.222 (1992).
EEO / ADA       Equal Employment        These files document the adoption and                Permanent                  Secondary: Public: Approved by State Records Committee 06/91 PE-017
                Opportunity (EEO)       administration of county affirmative action programs                            UCA 63-2-          which have been adopted by the County.
                Program Files           under the Civil Rights Act of 1964 and the Equal                                301(1)(b) (1995)
                                        Employment Opportunity Act of 1972. The files
                                        include program correspondence, program plans,
                                        reports and may include antidiscrimination
                                        committee meeting records and reports.
EEO / ADA       Equal Employment        These reports are required to be filed with the     2 years                     Public              Approved by State Records Committee 06/91 PE-018
                Opportunity (EEO)       Equal Employment Opportunity Commission                                                             which have been adopted by the County.
                Reports                 (EEOC) in accordance with the provisions of Title
                                        VII and the Americans with Disabilities Act (ADA)
                                        (29 CFR 1602 (1992)). They include statistical
                                        information on employees hired, rehired, and
                                                                                 Human Resources
                                                                                                                                                                                               Schedule
  Section       Record Title                           Description                                  Retention              Classification                       Comments
                                                                                                                                                                                                  #
                                   terminated.
EEO / ADA   Equal Employment       This form is part of the original employment             3 Years                      Public               Approved by State Records Committee 06/91 PE-019
            Opportunity (EEO)      application file that is separated to compile                                                              which have been adopted by the County.
            Sheets                 statistics on employment relating to race, gender,
                                   and age. It is used for affirmation action purposes.
EEO / ADA   Equal Employment       These files contain employment statistics and            Permanent                    Public               Approved by State Records Committee 06/91 PE-020
            Opportunity (EEO)      statistical reports relating to race and gender.                                                           which have been adopted by the County.
            Statistics File
EEO / ADA   Grievance and          These files document the review of grievances and 3 years after case is               Public               Approved by State Records Committee 06/91 PE-021
            Disciplinary Files     appeals raised by county employees, except EEO closed                                                      which have been adopted by the County.
                                   complaints. These case files include witnesses'
                                   statements, reports of interviews, and hearings;
                                   examiner's findings, recommendations and exhibits;
                                   and records relating to a reconsideration request.
EEO/ADA     ADA Maintenance        These records include both internal and external         4 years after situation is   Public               Approved by GRAMPA 8/27/2009                     PE-008
            Files                  physical access requests/complaints and related          resolved
                                   correspondence and other records.
EEO/ADA     Americans with         Correspondence and documentation on County               5 years after completion     Public               Approved by GRAMPA 6/25/2009                     PE-007
            Disabilities Act -     building projects relating to accessible features in a   then destroy provided
            Construction Project   building that may not have been provided during          disputes or litigation has
            Files                  construction.                                            been resolved.
EEO/ADA     Americans with         This record contains confidential medical                5 years then destroy         Exempt 29 CFR        Approved by GRAMPA 6/25/2009                     PE-005
            Disabilities Act -     information used to evaluate whether an employee         provided disputes or         1630
            Medical Records        has a qualifying under the Americans with                litigation has been
                                   Disabilities Act and what reasonable                     resolved.
                                   accommodations can be made. Medical information
                                   is not placed in the regular personnel file, but is
                                   kept in a separate medical file only accessible by
                                   authorized officials in accordance with 29 CFR
                                   1630.4(c)(1) (2004).
EEO/ADA     Americans with         These are request made by individuals seeking            5 years then destroy         Private              Approved by GRAMPA 6/25/2009                     PE-006
            Disabilities Act -     disability accommodations. Included is data              provided disputes or         UCA 63G-2-302
            Requests for           regarding accommodations granted, denials,               litigation has been          (2008)
            Accommodations         appeals, and additional information related to           resolved.
                                   requests submitted by service, program, and
                                   activity recipients.
EEO/ADA     Mediation Files        these are records documenting mediation relation         Destroy immediately after Private                 The mediator's notes are not part of the file.   PE-004
                                   to resolving complaints, disputes between                mediation is complete.    UCA 63G-2-              Approved by GRAMPA 10/19/2006
                                   coworkers, prospective or imposed disciplinary                                     302(2)(d)
                                   action, matters subject to at personnel grievance,
                                   and similar employee / employer issues. They
                                   include the mediation request form, agreement
                                   form, and decision information.
EEO/ADA     Sexual Harassment These records document investigations conducted 50 years after                             Primary: Protected   Also reference county personnel policy 5730, PE-003
            Investigation Reports into alleged sexual harassment within county     investigation is closed               UCA 63-2-304         4.3.1, and policy 5740 which requires them to
                                  government. They may contain complaints, related                                       (9)(a) Secondary:    be Protected. Approved by GRAMPA
                                  correspondence, interviews, reports, witness                                           Private UCA 63-2-    11/17/2005.
                                  statements, findings and other records.                                                302 (2)(d)
                                                                               Human Resources
                                                                                                                                                                                       Schedule
   Section       Record Title                        Description                               Retention              Classification                    Comments
                                                                                                                                                                                          #
Employee     Administrative or    These are records of administrative or advisory        1 year or until            Primary: Public    Records of the closed portion of the meeting    AD-012
University   Advisory Committee   committees, boards, or other public bodies as          administrative need ends   Secondary:         are Protected. [Approved by GRAMPA
             Minutes              “created by statute, rule, ordinance or resolution” as                            Protected UCA      5/18/2006]
                                  defined by UCA 52-4-2(3)(a) (2006). They                                          63G-2-305(32)
                                  document the actions and decisions. These records                                 (2006)
                                  usually include agenda, internal memoranda, notes,
                                  written minutes and a recording (audio or video) of
                                  the open portion of the meeting. Minutes of the
                                  closed portion of the meeting may be kept as a
                                  recording or detailed written minutes.
Employee     Administrative       These are records of a general facilitative nature 2 years or until no longer Public                                                                 AD-008
University   Records              created or received in the course of administering needed for reference and
                                  programs. May include daily, weekly, or monthly    then destroy.
                                  activity reports which are summarized in an annual
                                  report, correspondence, fax cover sheets,
                                  supporting documentation, and memoranda.
Employee     Agendas              These are copies of notices of regular and special   2 years or until            Public              This series is maintained in both electronic AD-001
University                        meetings of county boards and committees. They       administrative need ends                        and paper form. Approved by GRAMPA 8-27-
                                  may include date, time, and location of meeting,     and then destroy.                               2009
                                  and list items to be discussed by committee          (Maintain permanently if
                                  members at regular, special, and emergency public    kept with official minutes)
                                  meetings.
Employee     Annual Reports       These are reports on program activities and          Permanent. Transfer 1        Public             If published only on a website, print a paper   AD-002
University                        accomplishments of the county or individual          copy to County Archives                         copy prior to transfer.
                                  department for the previous year. They may include
                                  statistics, narrative reports, graphs, and diagrams.
Employee     Budget Reports       These are routine budget reports prepared monthly Retain for 1 year or until Public                                                                  EU-001
University                        or quarterly. They document the status of county  administrative need ends
                                  appropriation accounts and apportionment and are and then destroy.
                                  only used for reference purposes.
Employee     Continuing           This includes course material, instructor resume, 5 years                         Public             Approved by GRAMPA 6/24/ 2010                   EU-002
University   Professional         course agenda and other supporting documentation
             Education (CPE)      required for CPE consideration.
             Documents
Employee     Course             These are informational files on county employee     Retain until superseded        Public                                                             EU-003
University   Announcement Files training opportunities. They are used for reference or obsolete
                                purposes. They include pamphlets, notices,
                                catalogs, and other records that provide information
                                on courses or programs offered to county
                                employees by government agencies or non-
                                governmental organizations.
Employee     Employee Training    These files document course availability and county 6 years after employee        Public             Maintained in electronic form. Approved by      EU-004
University   Files                employee participation in training programs         retires                                          GRAMPA 6/24/ 2010
                                  sponsored by the county, other government
                                  agencies, and non-governmental institutions. They
                                  include correspondence, reports, participant lists,
                                  and other item.
Employee     Executive            These are records that document how the office is Permanent. May be              Primary: Public     Home address, home telephone number, and AD-006
University   Correspondence       organized and how it functions, its pattern of action, transferred to the County Secondary:          personal cell number are Protected data.
                                                                                     Human Resources
                                                                                                                                                                                               Schedule
   Section       Record Title                           Description                                     Retention              Classification                      Comments
                                                                                                                                                                                                  #
                                  its policies, procedures, organizational charts, and           Archives.                   Protected UCA
                                  achievements.                                                                              63G-2-305(51)
Employee     Sexual Harassment & These files document course availability and county 6 years after employee                  Public               Maintained in electronic form. Approved by   EU-005
University   Ethics Prevention   employee participation in training programs         retires.                                                     GRAMPA 6/24/ 2010
             Training Files      sponsored by the county, other government
                                 agencies, and non-governmental institutions. They
                                 include correspondence, reports, participant lists,
                                 and other items.
Employee     Survey Data          The data obtained from employee surveys are used               Maintain raw qualitative    Primary: Public    This series is maintained in both electronic AD-031
University                        to                                                             data for 5 business days    Secondary:         and paper form. Approved by GRAMPA 8-27-
                                  provide feedback to management on a variety of                 to compile                  Protected UCA
                                  employee related issues. The raw quantitative data             summary document then       63G-2-305(25) and
                                  is used for comparative purposes from year to year.            destroy. Maintain           UCA 63G-2-
                                  The raw qualitative data, (such as comments or                 summary document for 5      301(3)(o) (when
                                  unrequested responses), is used to create a                    years.                      survey comments
                                  summary document which identifies main themes                                              identify a current
                                  or concerns.                                                                               employee
                                                                                                                             discipline issue)
Employee     Survey Files         These records are survey tools administered by   Until superseded or                       Primary: Public,   All personal identifiers must be redacted prior AD-029
University                        agencies to gather data for improvements or      obsolete                                  Secondary: Private to release of survey data. [Approved by
                                  changes. They document customer service, client                                            UCA 63G-2-302      GRAMPA 5/18/2006]
                                  needs, performance improvement, or other agency                                            (2)(d)
                                  functions. They may contain survey questions and
                                  results, comments, ratings, responses to essay-
                                  type questions and other information. They may
                                  also contain respondent name, agency contact
                                  information or other personal identifiers.
Employee     Teaching Aids        These are records of teaching aids which include     Retain teaching aids       Public                                                                       EU-006
University   Training Records     manuals, syllabi, textbooks, and other training aids created by agency; retain
                                  developed by the agency.                             training aids from other
                                                                                       agencies until obsolete or
                                                                                       superseded and then
                                                                                       destroy.
Payroll      Personnel Files      Record copy: These files are the official                      Record copy: 65 years       Primary: Private     Payroll history is maintained in an electronic PE-002
                                  employment files for all county employees and                  from date of employment     Secondary: Public:   database. Data that must be Public: name,
                                  usually include the original employment application,           or 3 years after            UCA 63-2-            gender, gross compensation, job title, job
                                  correspondence, credential files, payroll and leave            retirement or death of      301(1)(b)            description, business address, business
                                  history, work performance, written disciplinary and            employee Agency file: 1                          telephone number, number of hours worked
                                  grievance documents, transcript of training classes,           year after separation                            per pay period, dates of employment, relevant
                                  documented of required training, and performance               Other duplicates: Destroy                        education, previous employment, and similar
                                  evaluation forms. Some pay actions are not printed             upon separation                                  job qualifications of the agency’s former and
                                  but maintained in electronic form only. Agency                                                                  present employees. Retention based on USA
                                  copy: These files contain copies of documents from                                                              49-11-602 Approved by GRAMPA 03/17/2005
                                  the official file, as well as training certificates, letters
                                  of commendation, drivers license information,
                                  Workers Compensation, overturned disciplinary
                                  documentation, and job-related information such as
                                  authorizations to check out uniforms, equipment,
                                  etc.
                                                                            Human Resources
                                                                                                                                                                     Schedule
   Section       Record Title                       Description                               Retention     Classification                  Comments
                                                                                                                                                                        #
Tuition      Tuition Assistance   These are applications for employees who apply to 3 years               Primary: Public    Approved by GRAMPA 9/17/2003 Private:   PE-001
Assistance   Program Applications the tuition assistance program. Include those either                    Secondary:         Social Security Number
                                  terminated from employment or who have not                              Private.
                                  attended college in the past 2 years.

				
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