Georgia Archives

University System of Georgia

Local Government Records Retention Schedules

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CATEGORY:  PERSONNEL (16)   [ Total entries: 48 ]


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


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


LG-16-039 | SAVE and E-Verify Reports

Description:  Reports documenting the collection of SAVE and E-verify forms.

Retention:  10 years

Updated:  October 20, 2016


LG-16-040 | Short/Long Term Disability Leave Files, Non-FMLA

Description:  Records documenting extended absence from work by an employee; non-FMLA.

Retention:  3 years

Updated:  October 20, 2016


LG-16-044 | Student Workers Permits

Description:  Permits to allow persons under 18 years old to obtain summer employment.

Retention:  Return to issuing officer (school board) after termination or failure to appear for 30 days.

Updated:  October 20, 2016


LG-16-041 | Training Records

Description:  Records documenting attendance and course content for required continuing education training, excluding law enforcement.

Retention:  5 years

Updated:  October 20, 2016


LG-16-042 | Training Records - Breath-Alcohol Testing

Description:  Records relating to the training of individuals for breath-alcohol testing.

Retention:  2 years after individual ceases to perform the testing function

Updated:  October 20, 2016


LG-16-043 | Unemployment Compensation Records

Description:  Documentation related to employee claims for unemployment compensation.

Retention:  5 years after the end of the fiscal year in which the transaction occurred

Updated:  October 20, 2016


LG-14-016 | Work-Time Schedules

Description:  Records documenting employee's daily and weekly work schedules.

Retention:  4 years and settlement of all claims due

Updated:  October 20, 2016


LG-16-046 | Workers’ Compensation Claims or Employee Accident Claims, Accident Reports

Description:  Records documents employee accidents, injuries, and medical claims; settlement of all claims.

Retention:  4 years

Updated:  October 20, 2016


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