Use of Duplicate Personnel Files

Published: March 13th, 2000

Category: Memos

Larry T. Ellis, Director

Due to a union request and grievance resolution, we are obligated to remind you about official personnel files and the use of duplicate personnel files.

USPS employees covered by the AFSCME collective bargaining agreement must have only one official personnel file, which is maintained in the Processing and Records section of University Personnel Services. Although departments may establish and maintain duplicate personnel files for their use, each item deposited into the department’s files must also be included in the official file. Items to be placed in an employee’s official file must include the employee’s name and social security number on the document and be sent to Processing and Records, PO Box 115004.
If you have any questions regarding duplicate personnel files or which USPS positions are covered by AFSCME, please call Employee Relations and Development at (352) 392-1072 or send e-mail to

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