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Human Resources Office

WV National Guard. Human Resources Office. Work Folder Record Keeping Ref: 5 CFR part 293 – Personnel Records. Work-folder Contents. Supervisor’s checklist Supervisor's Record of Personnel Employment (NGB Form 904-1 or automated Supervisor’s Brief) Emergency contact information

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Human Resources Office

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  1. WV National Guard Human Resources Office Work Folder Record Keeping Ref: 5 CFR part 293 – Personnel Records

  2. Work-folder Contents • Supervisor’s checklist • Supervisor's Record of Personnel Employment (NGB Form 904-1 or automated Supervisor’s Brief) • Emergency contact information • Performance related records • Conduct related records

  3. Work-folder Contents continued… • Leave Schedule • Requests for Personnel Action (SF-52) • Training related documents

  4. Work-folder Contents continued… • Current position description(s) • Special qualifications verification documents • Awards or commendation(s) documents

  5. Prohibited Documents • Personnel Action Forms (SF-50) • Pre-employment information / resumes • Security / investigative / clearance reports • Race & National Origin Identification (SF-181)

  6. Prohibited Documents continued… • Self-ID of Medical Disability (SF-256) • Training certificates of completion • Personal Medical information • Letters of indebtedness • Employee’s photograph

  7. Personal Record-keeping • Maintained as temporary memory / joggers • Not under agency / organizational control • For Your Eyes Only (FYEO)

  8. Care & Disposition • Maintained in lockable file/desk at supervisor’s work site or nearby • Retained indefinitely if relevant to supervisory responsibilities • Destroyed 90 days after employee separates or is separated

  9. Work-folder Access • The subject employee and any others he/she authorizes in writing • Supervisors/managers in the direct chain • Persons with official “need to know” • Other officials conducting authorized activities • Persons acting IAW union contract

  10. Summary • Understanding work-folder & recording purpose • Contents • Prohibited Documents • Records for Personal Use • Care & Disposition • Access

  11. Questions ???? Office of the Adjutant General Human Resources Office Department of the Army and the Air Force West Virginia National Guard

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