Georgia Archives

University System of Georgia

State Agency Specific Retention Schedules

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State Personnel Administration

Total entries: 23   (Listed alphabetically by title)

0460-0001 | Adverse Action Appeal Files

Description:  Documents relating to appeals of adverse action for employees covered under the State Merit System of Personnel Administration.

Retention:  6 years

0000-0142 | Agency Payroll Files

Description:  Payroll report for each agency under the Merit System.

Retention:  Retain until audit.

0000-0379 | Applicants Availability File

Description:  Maintaining current information on the name, address, and availability of each applicant.

Retention:  5 years

1982-0080A | Application for Examination and Rating of Training and Experience Files (Employment Applications)

Description:  Applying for admission to take an examination or receive a rating of training and experience for a Merit System Job Class.

Retention:  2 years

0000-0143 | Appointment Certification Files

Description:  Pending and completed Requests for Certification.

Retention:  5 years

0460-0002 | Cafeteria Plan (Flexible Benefits)Records

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

Retention:  Retain 8 years after termination of plan.

0000-0430A | Classified Position History Files

Description:  Allocating classified positions to classes on the basis of job descriptions.

Retention:  5 years after position abolished.

1973-0042A | Employee Personnel Files

Description:  Maintaining individual employee records.

Retention:  Security Microfilm Copy: Permanent. Reference Microfilm Copy: 50 years. Index: Permanent. See original documentation for further instructions.

1979-0152 | Employees Suggestion Program Case File

Description:  Administering the Employees Suggestion Program statewide, including accepting, reviewing, and determining the feasibility of employee suggestions for revisions in State operating procedures which may result in savings of time or money, or in improved employee safety; and making awards to employees whose suggestions are adopted.

Retention:  2 years after inactive

1979-0102A | Employment Examination Performance Test Papers Files (Typing and Rate of Work)

Description:  Administering written and performance examinations for Merit System job classification for State of Georgia employment purposes.

Retention:  2 years

1982-0060A | Employment Examination Scanner Graded Test Answer Sheet File

Description:  Administering written examinations for Merit System Job Classes & entering the results into the computer system.

Retention:  2 years

1979-0103 | Employment Examination Scanner Graded Test Answer Sheets File

Description:  Administering written examinations for Merit System Job Classes & entering the results into the computer system.

Retention:  2 years

0000-0378 | Examination Application File

Description:  Material accumulated as a result of applying for admission to, and actually taking an examination for a Merit System position.

Retention:  2 years.

0000-0384 | Examination Construction Reference File

Description:  Material used in construction of individual examination questions.

Retention:  Retain for useful life

1973-0041 | Health Insurance Monthly Report File

Description:  Statement of contributions to State Employees Health Insurance Fund, including matching contributions by State.

Retention:  5 years, or after state audit, or after all claim/expenditure questions have been settled, whichever is longest.

1989-0054 | High Dollar Hospital Audit Files

Description:  Investigation of high dollar hospital claim payments.

Retention:  3 years after audit closed

1973-0358A | I.P.A. Grant Project Files


Retention:  3 years or until audit findings have been resolved, whichever is longer.

0000-0431 | Merit System Classification Specification Files

Description:  Establishment of a class specificatin for each class.

Retention:  Permanent

0000-0144 | Merit System Official Register Files

Description:  Applications for an examination and the final results.

Retention:  6 years

1975-0184 | Obsolete Written Examinations File

Description:  Examining applicants for employment.

Retention:  Record Copy: Permanent. Examination Copy: Retain one quarter.

1990-0122 | Social Security Number Verification

Description:  Verification of social security numbers.

Retention:  1 year

0000-0383 | Test Question IBM Card File

Description:  Individual examination questions which are used to make up an examination.

Retention:  Retain for useful life

0000-0380 | Veterans’ Preference Card File

Description:  The establishment of entitlement to additional points on examination and retention points on reduction in force.

Retention:  Retain until computer file established.

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