Georgia Archives

University System of Georgia

Local Government Record Retention Schedules

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CATEGORY:  PERSONNEL (16)   [ Total entries: 48 (showing 20 per page) ]

LG-16-001 | Affirmative Action Audits and Annual Reports

Description:  Document agency response to federal program reviews, state compliance audits, annual reporting requirements, and internal audits.

Retention:  3 years

Updated:  October 20, 2016

LG-16-002 | Affirmative Action Policy

Description:  Record documenting an agency's compliance with the requirements of the Equal Employment Opportunity Commission.

Retention:  Permanent

Updated:  October 20, 2016

LG-16-003 | Applications for Employment, Not Hired

Description:  Records documenting applications for job openings.

Retention:  2 years

Updated:  October 20, 2016

LG-16-004 | Applications for Employment, Unsolicited or Incomplete

Description:  Records documenting applications for job openings that are incomplete or unsolicited.

Retention:  3 months

Updated:  October 20, 2016

LG-16-005 | Background Checks of Personnel

Description:  Financial and criminal backgrounds checks of new or potential employees

Retention:  5 years

Updated:  October 20, 2016

LG-16-006 | Cafeteria Plan (Flexible Benefits) Records

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

Retention:  6 years after termination of participation

Updated:  October 20, 2016

LG-16-007 | Continuation of Insurance Benefits (COBRA) Records

Description:  Records documenting individual election to continue insurance benefits beyond employment with an agency.

Retention:  6 years

Updated:  October 20, 2016

LG-16-008 | Contracts, Employee

Description:  Service contracts between an individual and government agency or teaching services.

Retention:  7 years after expiration

Updated:  October 20, 2016

LG-16-009 | Converted Personal Leave Request

Description:  Records documenting converted personal leave requests.

Retention:  1 year after leave used

Updated:  October 20, 2016

LG-16-010A and LG-16-010B | Drug Testing Records

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

Retention:  (LG-16-010A) Postives and Refusals: 5 years; (LG-16-010B) Negatives and Cancelled Drug Tests and documents relating to the administration of alcohol and controlled substance testing programs: 2 years

Updated:  October 20, 2016

LG-16-011 | Drug Testing Records - Equipment Calibration

Description:  Records documenting calibration of drug testing equipment.

Retention:  5 years

Updated:  October 20, 2016

LG-16-012 | Employee Assistance Program Case Files

Description:  Records documenting the referral and treatment of employees in an agency sponsored assistance program.

Retention:  5 years after employee completes program

Updated:  October 20, 2016

LG-16-021 | Employee Eligibility Verification Records

Description:  I-9 forms

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

Updated:  October 20, 2016

LG-16-013 | Employee Grievance Action Case Files, Resolved

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

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

Updated:  October 20, 2016

LG-16-014 | Employee Handbooks

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

Retention:  60 years

Updated:  October 20, 2016

LG-16-015 | Employee Identification Card Records

Description:  Records documenting the issuance of employee identification cards.

Retention:  5 years after card has been recalled

Updated:  October 20, 2016

LG-16-016 | Employee Medical Files, Toxic/Hazardous Substance Exposure

Description:  Documentation of employee exposure to hazardous materials.

Retention:  30 years after separation

Updated:  October 20, 2016

LG-16-017 | 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, whichever is longer.

Updated:  October 20, 2016

LG-16-018 | Employee Personnel Files (Full Time, Part Time, Temporary)

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.

Retention:  7 years after separation

Updated:  October 20, 2016

LG-14-005 | Employee Retirement Contribution Reports

Description:  Documents relating to participation in an agency-supported retirement program.

Retention:  6 years

Updated:  October 20, 2016

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