Supervisor's Employee Work Folder

Supervisors should have access to certain types of information regarding the employees they supervise. The Civilian Personnel Operations Center (CPOC) provides supervisors with employee information contained in the automated Defense Civilian Personnel Data System (DCPDS) to aid them in carrying out their supervisory responsibilities. This information must be maintained in an official Employee Work Folder. Supervisors should have a work folder for each employee supervised. If properly maintained, this file can be a valuable management tool.

Following is a list of records that can be maintained in this folder.

  • The most current Automated Employee Record Brief
  • Training records, including Formal Training Plans and Individual Development Plan (IDP)
  • Work Schedule
  • Leave schedules, unless in office files
  • Position Descriptions
  • Performance Plans
  • Performance Ratings and supporting information
  • Pending personnel actions, awards recommendations, etc.
  • Letter of Appreciation
  • Counseling Records
  • Written Warnings
  • Disciplinary/adverse action backup materials
  • Complaints of indebtedness
  • Telework Agreement, including Safety Checklist
  • Documentation on Details of 30 days or less
  • Documentation related to Informal Grievances (if presented orally, the supervisor documents the discussion)

NOTE: Medical documentation, including injury compensation forms, suitability and/or security information must not be maintained in this folder. Other official folders are established for this purpose.

The Employee Work Folder can be used to record personal emergency information and to document significant events and discussions supervisors have with their employees regarding performance, recognition, training and conduct. Documenting is a supervisor's responsibility and should not be assigned to clerical personnel. Employees have a right to see and initial notes concerning performance or conduct, and may review the contents of their work folder upon request.

Employee Work Folders must be maintained in a secure area that guards against unauthorized or casual access; yet is readily accessible for supervisors to enter notes and other documentation.

Disposition of Employee Work Folder:

  1. When an employee is selected for reassignment, change-to-lower grade, or promotion, the losing supervisor forwards the complete work folder to the gaining supervisor within 10 days.
  2. When an employee is transferred to another Army activity/agency, or separates for reasons other than military service or adverse action, the work folder is destroyed after 60 days.
  3. When an employee enters military service, the work folder is sent to the CPOC.
  4. When an employee is separated by adverse action, the work folder is maintained with the supervisor until no longer needed. Civilian Personnel Advisory Center advice should be obtained before destruction.

Supervisors should review local Collective Bargaining Agreement to determine if there are additional restrictions placed on the type of records that may be maintained in the Employee Work Folder for Bargaining Unit employees.

Content last reviewed: 6/20/2006-FMJ

Return to: PERMISS Homepage | Management-Employee Relations Program

This page was last revised: 6/20/2006