PROCEDURES FOR THE DISPOSITION OF

INACTIVE DEPARTMENTAL FILES

 

1.  If the employee is still employed within UTMB, but in another department, The file should follow the employee to their new/current department.

 

2. If no longer employed at UTMB, please leave the documents in their file jackets OR remove the documents and place them in Standard size manila file folders with each folder having the employee's "Name/Emp # & SS#" on it.

 

3. The following documents must be purged from the Departmental files before being forwarded to HR-Employee Records (Originals of the following documents should already be in the HR-Institutional Employee File.

 

·         COPIES of  PO-2’s/PAF’s (Personnel Action Forms)

·         Leave Request Forms.

·         COPIES of Performance Appraisals

 

4.  Each box should contain no more than 75 files.

 

5.  The files in each box should be in alphabetical sequence (Front to Rear).

 

6.  Each box should have a "Box Contents List" attached to it.  The list should have the "DEPARTMENT NAME"; THE NAME OF A CONTACT PERSON & THEIR PHONE #; and ROUTE #

"THE EMPLOYEE'S NAME, EMPLOYEE #; AND DATE OF SEPARATION".

click link for form

INACTIVE DEPARTMENTAL EMPLOYEE FILES TRANSMITTAL SHEET