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-16-019 | Employee Retirement Plans

Description:  Copies of pension plans, both current and past, summarizing benefits and eligibility criteria.

Retention:  60 years

Updated:  October 20, 2016


LG-16-020 | Employee Retirement Records

Description:  Records including declaration of beneficiary, requests for retirement, insurance authorizations, correspondence, election of options forms, and other related materials.

Retention:  7 years after benefits cease to be paid

Updated:  October 20, 2016


LG-16-022 | Equal Employment Opportunity Commission (EEOC) Complaints

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

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

Updated:  October 20, 2016


LG-16-023 | Equal Employment Opportunity Commission (EEOC) Reports

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

Retention:  3 years

Updated:  October 20, 2016


LG-16-024 | 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 after separation

Updated:  October 20, 2016


LG-16-025 | Georgia Commission on Equal Opportunity (GCEO) Complaints

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

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

Updated:  October 20, 2016


LG-16-026 | Group Health Insurance Policies

Description:  Group insurance policies held by a local government as part of the employee benefits program.

Retention:  10 years after expired

Updated:  October 20, 2016


LG-16-027 | Hazardous Materials Exposure Records

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

Retention:  30 years after separation

Updated:  October 20, 2016


LG-16-028 | Insurance Claims

Description:  Records documenting the administration of a government operated insurance program.

Retention:  5 years

Updated:  October 20, 2016


LG-16-045A and LG-16-045B | Intern/Volunteer Program Records

Description:  This series documents the activities and administration of an agency's intern/volunteer program. Records may include: volunteer hour statistics; volunteer program publicity records; insurance requirement information; and inactive volunteer files containing applications and conditions of volunteer service forms.

Retention:  (LG-16-045A) Individual Intern/Volunteer Files: 3 years after separation; (LG-16-045B) All Other Records: 3 years

Updated:  October 20, 2016


LG-16-029 | Job Recruitment Materials

Description:  Records documenting efforts to advertise positions and attract qualified personnel for employment opportunities.

Retention:  2 years

Updated:  October 20, 2016


LG-16-030 | Leave Donation Records

Description:  Records documenting the donation of leave by employees to assist an individual who must be absent from work for an extended period of time due to illness.

Retention:  1 year after leave used

Updated:  October 20, 2016


LG-16-031 | Leave Records

Description:  Records documenting hours worked, sick leave donations, leave earned, and leave taken; does not include final leave status.

Retention:  3 years

Updated:  October 20, 2016


LG-16-032 | Leave Status, Final

Description:  Records documenting cumulative leave held by an individual employee.

Retention:  50 years

Updated:  October 20, 2016


LG-16-033 | Official Bonds and Oaths

Description:  Bonds required of local officials and custodians of funds.

Retention:  5 years after expiration of term

Updated:  October 20, 2016


LG-16-034 | Position Classification Materials

Description:  Records documenting job requirements, description, and salary range.

Retention:  4 years after position is reclassified

Updated:  October 20, 2016


LG-16-035 | Pre-employment Assessments

Description:  Exams taken by those applying for positions with a local government.

Retention:  2 years

Updated:  October 20, 2016


LG-16-036 | Retirement Incentive Program Records

Description:  Records documenting employees who elect for early retirement under government-offered incentive programs.

Retention:  6 years

Updated:  October 20, 2016


LG-16-037 | Retirement System Transaction Reports

Description:  Status of individual pension accounts including interest, contributions, and withdrawals

Retention:  10 years after fiscal year in which the record was created

Updated:  October 20, 2016


LG-16-038 | SAVE and E-Verify Affidavits

Description:  Affidavits testifying to an individual's right to receive public benefits.

Retention:  3 years

Archival Instructions:  Retention applies only to those affidavits not maintained as part of another record, such as a contract or bid response

Updated:  October 20, 2016


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