Georgia Archives

University System of Georgia

State Government Records Retention Schedule

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CATEGORY:  PERSONNEL (06)   [ Total entries: 32 (showing 20 per page) ]


GASC-06-001 | Accident Reports

Description:  Reports of employee accidents and injuries; including worker's compensation claims.

Retention:  Workers' Comp Claims: 5 years and settlement of all claims due; Accident Reports not resulting in Workers' Comp Claims: 3 years.


GASC-06-002 | Affirmative Action Records

Description:  Records documenting an agency's compliance with the requirements of the Equal Employment Opportunity Commission and response to federal program reviews, state compliance audits, annual reporting requirements, and internal audits.

Retention:  Plans: Permanent; Audits, annual reports, and other records: 3 years.


GASC-06-003 | Applications for Employment, Not Hired

Description:  Records documenting employment applications of persons not hired. Records may include but are not limited to: unsolicited, incomplete, and complete applications; supporting documentation, interview notes and materials; background surveys; and correspondence.

Retention:  Unsolicited and incomplete applications: Useful life; All other records: 3 years.

Legal Citation:  29 CFR 1602.31


GASC-06-004 | Background Checks

Description:  Criminal and financial background checks on employees.

Retention:  5 years.


GASC-06-005 | Cafeteria Plan (Flexible Benefits) Records

Description:  Records documenting salary reduction-type plans authorized by the Internal Revenue Service.

Retention:  6 years after temination of participant.


GASC-06-006 | Continuation of Insurance Benefits (COBRA) Records

Description:  Copies of notices required by COBRA; documentation that notices were received; documentation of any circumstance in which COBRA is not offered due to gross misconduct.

Retention:  6 years

Legal Citation:  29 USC 1027 (ERISA requirments0; 42 USC 300bb-1 to 08 and 29 USC 1161 et seq

Archival Instructions:  Vital Record - duplicate and store offsite


GASC-06-007 | Contracts, Employee

Description:  Service contracts between an individual and government agency.

Retention:  7 years after expiration.

Archival Instructions:  Vital Record - duplicate and store offsite


GASC-06-008 | Converted Personal Leave Requests

Description:  Records documenting converted personal leave requests.

Retention:  1 year after leave is used.


GASC-06-009 | Drug Testing Records

Description:  Records documenting the random drug testing of employees to include pre-employment and reasonable suspicion.

Retention:  Positives and refusals: 5 years. Negatives and Cancelled Drug Tests and documents relating to the administration of the alcohol and controlled substance testing programs: 2 years.


GASC-06-010 | Employee Grievance Action Case Files

Description:  Resolution of employee complaints against supervisor or other employees.

Retention:  2 years after the complaint is filed or the case is resolved.

Legal Citation:  29 CFR 1602.31


GASC-06-011 | Employee Handbooks

Description:  Guidelines created to explain the internal operations and procedures of the agency to a new employee.

Retention:  Permanent.

Archival Instructions:  Transfer to Archives every 1-4 years


GASC-06-012 | Employee Hazardous Materials Exposure Monitoring Records

Description:  Records monitoring the exposure to hazardous materials by employees.

Retention:  30 years.

Legal Citation:  29 CFR 1910.1020(d)


GASC-06-013 | Employee Medical Files, Toxic/Hazardous Substance Exposure

Description:  Documentation of employee exposure to hazardous materials.

Retention:  30 years after separation.

Legal Citation:  29 CFR 1910.1020(d)

Archival Instructions:  Vital Record - duplicate and store offsite


GASC-06-014 | Employee Parking Records

Description:  Records documenting employee parking permit applications, cards, and permits.

Retention:  5 years after permit expires or is superseded or separation of employee from the agency.


GASC-06-015 | Employee Personnel Files

Description:  Records documenting an employee's work history with the agency, generally maintained as a case file; includes records of continuing education, performance evaluations, disciplinary actions, and background checks. Please note: no central agency maintains these records, it is the responsibility of individual agencies to maintain the personnel files of their employees.

Retention:  Records documenting service, final leave status, and hire/no hire recommendation: 50 years; Other records: 7 years following separation of employee.

Archival Instructions:  Vital Record: Duplicate and store offsite.


GASC-06-016 | Employment Eligibility Verification Records

Description:  I-9 forms.

Retention:  3 years after date of hire or 1 year after separation, whichever is longer.


GASC-06-018 | Equal Employment Opportunity Commission (EEOC) Reports

Description:  Reports classifying employees by race and gender that document compliance with EEOC rules.

Retention:  3 years.

Legal Citation:  29 CFR 1620.32


GASC-06-017 | Equal Employment Opportunity Commission and GA Commission on Equal Opportunity Complaints

Description:  Records documenting charges of discrimination filed against an agency.

Retention:  2 years or until final disposition of the charge or action.

Legal Citation:  29 CFR 1602.31

Archival Instructions:  Full Title: Equal Employment Opportunity Commission (EEOC) and Georgia Commission on Equal Opportunity (GCEO) Complaints Vital Record - duplicate and store offsite.


GASC-05-003 | Family Medical Leave Case Files

Description:  Records documenting extended absence from work by an employee under provisions of the Family Medical Leave Act.

Retention:  3 years.


GASC-06-020 | Intern Records

Description:  This series documents the activities of interns working at the agency.

Retention:  5 years.


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