- Vacancy Selection Files.
Arrangement: Case files, numerically, by announcement number.
Description: Vacancy announcement, application for promotion or assignment, promotion report, position description, and other supporting correspondence such as waiver authorization; if applicable, review committee’s recommendation memorandum, copies of letters to all nonselected applicants, and copy of offer letter to selectee.
Sample Forms: PS 990, 991, 5938.
Move to a closed file when selection has been made. Cut off this file each calendar year. Dispose of 2 years from date of cutoff.
EBBX.12.02
- PCES Application for Candidacy.
Arrangement: Alphabetically, within year of application.
Description: Application and other documents submitted by candidates for PCES Program. Includes screening sheet, group discussion and individual ratings, feedback summary, overall evaluation, executive evaluation panel’s recommendation.
Sample Forms: PS 991, 992A, 992B, 2451A
- Recommended candidates. Dispose of 3 years after expiration of eligibility.
EBEB.03.01
- Not Recommended candidates. Cut off the file upon determination of unsuitability; dispose of 3 years from date of cutoff.
EBEB.03.02
- Vacancy Files.
Arrangement: Numerically, by vacancy announcement number.
- Vacancy case files maintained by the personnel office.
Description: Information such as the vacancy announcement, standard position description, names, position titles, and grades of all review committee members; applications; review committee’s recommendations memorandum to the selecting official signed by all committee members; copies of letters of nomination and letters to all disqualified and nonselected candidates; and name of candidate selected.
Sample Forms: PS 991, 991A, 991B.
Cut off the file upon selection; dispose of 2 years from date of cutoff.
NC1–28–79–4/28a
EBBD.12.01
- Notes made by individual review committee members to assist in evaluating candidates.
Description: Such notes are considered the property of the committee member and not records of the USPS. They are not to be circulated among other committee members, other USPS personnel, nor are they to be included in the vacancy case file.
Dispose of immediately after they have served their purpose.
NC1–28–79–4/28b
EBBD.00.01
- Vacancy Announcement Files.
Description: These files are located in the Human Resources Group. They result from announcements of vacancies throughout the USPS.
Move to a closed vacancy announcement file when vacancy has been filled. Cut off this file each calendar year; dispose of 2 years from date of cutoff.
NC1–28–79–4/28c
EBBD.12.02
- Postmaster Selection.
- Card Files.
Arrangement: Alphabetically, by post office name.
Description: 3x5 cards that record the succession of postmasters at a particular post office, showing status as postmaster, acting postmaster, or officer–in–charge. Also recorded are dates of appointments and terminations and reasons therefor. These cards replaced the Register of Appointments in 1971 and were superseded in October 1986 by the Automated Postmaster Tracking System.
Dispose of when data entry has been verified as correct.
EBBX.03.01
- Appointment List.
Arrangement: Numerically and by effective date of appointment list.
Description: Postmaster selection appointment lists and minutes.
Cut off the file each calendar year; dispose of 6 years from date of cutoff.
NC1–28–79–4/30b
EBBX.00.01
- Complaint or Inquiry Files.
Arrangement: Chronologically or by subject.
Description: Correspondence created in conjunction with inquiries from the public, employees, contractors, business firms, or Congress regarding the USPS, its personnel, policies, relationships, or any other aspect of the Postal Service as regards postmaster selection.
Cut off these files each calendar year; dispose of 5 years from date of cutoff, or when no longer of value for reference, whichever is sooner.
NC1–28–79–4/32
EBBX.11.02
- Selection Case Files — Record Copy.
Arrangement: Case files alphabetically by vacancy location.
Description: Selecting official’s recommendation, review committee’s recommendations, comparative analysis and narrative evaluation of the applicants recommended, copy of vacancy announcement, information on the vacant office and applications of other candidates not recommended and other pertinent information.
Move to closed selection file after each selection is made. Do not send to FRC. Cut off this file each calendar year. Dispose of 2 years from date of cut off unless an audit, investigation, or appeal is pending.
EBBX.12.09
- Preemployment Investigative Records (120.110).
Arrangement: Alphabetically, by name of applicant.
Description: Character references, local police records, drug history records, and other investigative reports such as National Agency Check and Inquiry (NACI). Includes PS Form 2591 of individuals not selected for employment.
Use: To determine suitability for employment by USPS. These records are exclusive of records filed in the Official Personnel Folder (OPF).
Retain for 5 years from the date the employee is initially found suitable for employment or 5 years from the date action was taken to deny or terminate employment. Send to the appropriate Federal Records Center (FRC) for an additional 5–years retention period.
EBBX.12.03
- Equal Employment Opportunity (EEO) — Staff Selection Records (030.020).
Arrangement: Case files, alphabetically, by name of applicant.
Description: Postings or bulletin notices announcing position, narratives, resumes, and interviews.
Use: To certify all EEO staff selections as consistent with OPM regulations and public law.
Sample Forms: PS 2591, 2497, 991, 442, and 1814.
Move to an inactive file when position becomes vacant. Cut off this inactive file each calendar year; dispose of 3 years from date of cutoff.
NC1–28–79–4/82
EBBX.12.04
- Employment Registers (120.151).
Description: A series of 3 cards containing such information as name of applicant, post office name, Social Security number, date of examination, and final rating.
- Notice of rating card.
Forward to applicant.
NC1–28–79–4/26a
EBBB.00.01
- Record card.
Arrangement: Alphabetically, by name of applicant. Used to form a locator system. Transfer to FRC along with corresponding numerical card. See c below.
NC1–28–79–4/26a
EBBB.03.01
- Register card.
Arrangement: Numerically, by veteran preference and numerical rating.
Description: Applicant name, post office name, Social Security number, date of exam, and final rating.
Use: To develop hiring worksheets, reports, and audits of the hiring process. The reverse of this card is a chronological record of the eligible’s consideration and referrals in the selection process.
Move to an inactive file upon hiring, declining of an offer, if USPS unable to locate eligible for a job offer, or upon expiration of eligibility (2 years). Screen the inactive file every 5 years; match cards that are 5 years old or more with corresponding card from the alphabetical file; transfer to an FRC. Dispose of when 10 years old.
NC1–28–79–4/26c
EBBB.03.02
- Applications for Employment (120.151).
Arrangement: Alphabetically, by title of examination, in descending grade (test score) order, within examination.
Description: Employment applications submitted to post offices in response to vacancy announcements. The applications contain such information as name of applicant, employment background, Social Security number, address, and other personnel data.
Sample Form: PS 2591.
Dispose of upon expiration of eligibility. (Eligibility expires 2 years from the date of entrance on register, unless extended for an additional year at the request of the eligible.)
NC1–28–79–4/25
EBBX.03.03
- Personnel Research and Test Validation Records.
Arrangement: Chronologically, by date of examination, batched by type of exam, or by research project identifier.
Description: Personnel research and test validation records may contain applicant and research demographic data; project identification codes; responses to or evaluation of, personnel assessment instruments; responses to organizational questionnaires; and other applicant or research subject work–related data. Reports generated contain aggregate statistics only.
- Hard copy.
Move batch to a closed file upon processing. Cut off this file monthly. Dispose of 6 months from date of cutoff.
EBBA.03.01
- Magnetic tape.
Maintain for 30 years. Do not transfer to FRC.
EBBA.30.01
- Employee Assistance Program (EAP), Coordinator/Specialist Applications, and Interviews (120.140).
Arrangement: Alphabetically, by name within location.
Description: Resumes, applications, and interview forms for EAP counselor positions.
Dispose of 1 year from date of application.
NC1–28–79–4/36
EBBX.12.05
- Equal Employment Opportunity (EEO) Discrimination Complaint Cases.
- Precomplaint counseling (030.010).
Arrangement: Alphabetically, by name.
Description: EEO counselor files of informal employee discrimination complaints.
Use: In resolution of EEO complaints before formal complaints are filed.
Move to a closed file upon final adjustment at the counselor level or when a formal complaint is filed. Cut off this file each calendar year; dispose of 1 year from date of cutoff. Do not transfer to FRC.
N1–28–86–2/30a (Replaces NC1–28–83–2/35a)
EBFD.12.04
- Official complaint file (030.010).
Arrangement: Case files, alphabetically, by name, within location.
Description: Complaints with related correspondence, reports, exhibits, withdrawal notices, copies of decisions, records of hearings and meetings, and other records as described in 29 CFR 1613.222.
Use: To process EEO complaints.
Move to a closed file upon resolution. Cut off this file each calendar year; dispose of 4 years from date of cutoff.
NC1–28–83–2/35b (Replaces NC1–28–79–4/72)
EBFD.12.01
- Appeal case files (030.030).
Arrangement: Alphabetically, by name.
Description: Cases appealed to the Equal Employment Opportunity Commission. Includes Inspection Service cases appealed to the Commission.
Move to a closed case file upon final decision. Cut off this file each calendar year; dispose of 4 years from date of cutoff.
NC1–28–83–2/35c
EBFD.12.02
- Copies of official complaint files (030.010).
Dispose of 1 year after resolution of case. Do not transfer to FRC.
N1–28–86–2/30b
EBFD.12.03
- Selected appeals case files (030.030).
Arrangement: Alphabetically, by name.
Description: Selected case files that reflect new or unusual precedents related to EEO, which are useful for training or reference purposes.
Move to an inactive file upon final decision. Cut off this file each calendar year; maintain in office; dispose of 4 years from date of cutoff, or when they have no further use for reference, training, or similar purpose, whichever is longer. Do not transfer to FRC.
N1–28–86–2/30c
EBFD.12.05
- Equal Employment Opportunity (EEO) Background Files (030.010).
Arrangement: Alphabetically, by name of complainant.
Description: Background records not filed in the official discrimination complaint case files.
Move to a closed file upon final decision. Cut off this file each calendar year; dispose of 2 years from date of cutoff.
NC1–28–79–4/74
EBFD.00.01
- Equal Employment Opportunity (EEO) — Class Complaint Litigation Files (030.010, 030.030).
Arrangement: Alphabetically, by complainant name.
Description: Copies of documents used by the Postal Service in litigating an EEO discrimination class complaint. Includes copy of the formal complaint, depositions, interrogatories background material, memoranda, and a copy of the settlement agreement or final court order.
Move to a closed file upon final adjudication, cut off the closed file each calendar year. Transfer to FRC 3 years after cutoff. Dispose of 20 years from date of cutoff.
EBFD.12.06
- Adverse Actions, Discipline, Grievances, and Appeals of Nonbargaining–Unit Employees (120.036).
Arrangement: Case files, alphabetically, by employee name.
Description: Notice of proposed action, reply, summary of oral reply, employee notice of appeal, hearing proceedings, appeal decisions, notice of actions, investigative reports, and related records, decisions, and papers resulting from appeals to the Merit Systems Protection Board.
Use: To document grievance and appeal procedures for employees not covered by a collective–bargaining agreement.
Move to a closed case file upon receipt of final decision. Cut off this file each calendar year; transfer to FRC 3 years after cutoff; dispose of 7 years from date of cutoff.
N1–28–86–2/31 (Replaces NC1–28–83–2/32)
EBHX.12.02
- Merit Systems Protection Board (MSPB) Decisions (120.230).
- Initial Decision.
Arrangement: Alphabetically, by MSPB Regional Office and, within office, alphabetically by appellant name.
Description: Copies of initial decisions from MSPB Regional offices on appeals of agency decisions. Includes name of appellant, case number, analysis and findings, and decision.
Cut off the file each calendar year; dispose of 5 years from date of cutoff.
EBFD.03.01
- Final orders and related records.
Arrangement: Alphabetically, by appellant name.
Description: Copies of MSPB initial decision, appellant’s petition for review, cross–petitions, responses, hearing transcripts, and briefing papers.
Use: To support the Postal Service position before the MSPB concerning adverse actions and restoration to duty decisions.
Move to a closed file upon final decision. Cut off the closed file each calendar year; dispose of 10 years from date of cutoff.
EBFD.12.07
- Adverse Actions Appeals (120.230).
Arrangement: Case files, alphabetically, by name of litigant.
Description: Copies of original adverse actions, discipline, grievance, and appeals case files of nonbargaining–unit employees. They concern employees involved in veteran’s appeals and other adverse action appeals. Files also contain formal pleadings, memorandums of law, and other relevant documents such as case notes, case analyses, and telephone records.
Move to a closed file upon final decision. Cut off this file each calendar year; transfer to FRC when 3 years old; dispose of 7 years from date of cutoff.
N1–28–86–2/32 (Replaces NC1–28–83–2/33)
EBHX.12.01
- Logs or Indexes of Disciplinary and Contract Grievances, and Adverse Action Cases.
Maintain and dispose of with the records to which they pertain.
NC1–28–83–2/34
EBHX.26.01
