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Supervisor
Work Folder &
Record Keeping Module 6
National Guard
Technician Personnel Management Course
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PURPOSE OF A WORK FOLDER
Provides easy access to subordinate information to help…
~you, the supervisor, to meet personnel management obligations, and
~ your subordinate personnel by recording their career accomplishments as well as their job performance
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WORK FOLDER CONTENTS
• Supervisor’s Checklist
• Supervisor Record of Personnel
Employment (NGB Form 904-1 or
automated Supervisor's Brief)
• Emergency Information
• Performance-related Records
• Conduct-related Records
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WORK FOLDER CONTENTS
• Leave Schedule
• Requests for Personnel
Action (SF-52)
• Training-related
documents (until
training completed)
• Current position
description
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WORK FOLDER CONTENTS
• Special qualifications
verification
documents
• Awards or
Commendations (until
action completed)
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HANDOUT
Supervisor’s Work Folder Checklist
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PROHIBITED DOCUMENTS
• Personnel Action
Forms (SF-50)
• Pre-employment
Information/ Resumes
• Security
Investigations &
Reports
• Photographs
• OWCP documents
• Self-ID of Medical
Disability (SF-256)
• Ethnicity & Race
Identification (SF-181)
• Training Certificates
• Personal Medical
Information
• Debt Letters
• Personal Notes
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PERSONAL NOTES IN WORK
FOLDER • Maintained as temporary
memory joggers
• Not under
agency/organizational
control
• For Your Eyes Only
(FYEO)
• You decide when they are
to be destroyed
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CARE AND DISPOSITION
• Maintained in lockable file/desk at supervisor’s work site or nearby
• Retained indefinitely if relevant to supervisory responsibilities
• Moved to a new supervisor when employee is reassigned
• Destroyed 90 days after employee separates or is separated
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WORK FOLDER ACCESS
• The subject employee and any other(s)
she/he authorizes in writing
• Supervisors/managers in the direct chain
• Persons with official duties conducting
authorized activities (i.e. JAG)
• Persons acting IAW state union contract(s)
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FINAL POINTS
• Only one work folder per employee. Do
not duplicate folders for higher level
supervisors.
• Responsibility for posting and maintaining
work folder can not be delegated.
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HANDOUT
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Questions