USPS Archive Policy and Process

Overview

Applicable to

USPS agencies

Policy

An archive policy has been in place since March 2000 to manage records added to the Uniform Statewide Payroll/Personnel System (USPS) and meet the business needs of state agencies, while adhering to state and federal record retention guidelines.

Each year on the first Saturday in March, USPS data meeting the archive guidelines listed in this document are archived. Access to USPS is unavailable during this annual archive process.

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Archive guidelines

Archive guidelines are as follows:

Payroll

Detailed earnings and deduction history data is available in production for the current calendar year plus one prior calendar year.

Example: If the current calendar year equals 2016, each month of 2016 and all of 2015’s detailed earnings history records are accessible through screens currently in production (H0H, HOM, HON and HNZ).

Production data prior to this timeframe is archived to tape.

Benefits administration

Group Insurance Participant Information (HMT) production data is available on HMTU1 for the current fiscal year plus two prior fiscal years. Flexible Participant Information (HMT) production data is available on HMTU2 for the current fiscal year plus two prior fiscal years.

Production data prior to this timeframe is archived to tape.

Leave accounting

All Employee Leave Detail (HM9), Employee Leave Accrual (HMC) and Employee Leave Balances (HM8) production data is accessible through screens currently in production for the current fiscal year plus two prior fiscal years.

Production data prior to this timeframe will be archived to tape.

Position control, personnel management and applicant tracking

Not included in the archive process. These records will be reevaluated at a later date.

Extract files

The deadline to request a full rebuild of extract files for the HM8, HM9, HMC and HMT databases is the Friday before the first Saturday in March when the archive process takes place.

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USPS Employee Year-to-Date Accumulator Screens

For a complete list of USPS summary screens that provide easy access to prior year earnings, see Employee Year-to-Date Accumulator Screens in Chapter 13 “History and Display Screens” of the USPS Process Guide.