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CATEGORY: PERSONNEL (16) [ Total entries: 47 ]
Description: Document agency response to federal program reviews, state compliance audits, annual reporting requirements, and internal audits.
Retention: 3 years
Updated: October 20, 2016
Description: Record documenting an agency's compliance with the requirements of the Equal Employment Opportunity Commission.
Retention: Permanent
Updated: October 20, 2016
Description: This series documents records of job applicants who are not hired for the position. Records include, but are not limited to, applications and background checks.
Retention: 2 years
Updated: April 25, 2025
Description: Records documenting applications for job openings that are incomplete or unsolicited.
Retention: 3 months
Updated: October 20, 2016
Description: Records documenting salary reduction-type plans authorized by the Internal Revenue Service.
Retention: 6 years after termination of participation
Updated: October 20, 2016
Description: Records documenting individual election to continue insurance benefits beyond employment with an agency.
Retention: 6 years
Updated: October 20, 2016
Description: Service contracts between an individual and government agency or teaching services.
Retention: 7 years after expiration
Updated: October 20, 2016
Description: Records documenting converted personal leave requests.
Retention: 1 year after leave used
Updated: October 20, 2016
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
Description: Records documenting calibration of drug testing equipment.
Retention: 5 years
Updated: October 20, 2016
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
Description: I-9 forms
Retention: 3 years after date of hire or 1 year after separation, whichever is longer
Updated: October 20, 2016
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
Description: Guidelines created to explain the internal operations and procedures of the agency to a new employee.
Retention: 60 years
Updated: October 20, 2016
Description: Records documenting the issuance of employee identification cards.
Retention: 5 years after card has been recalled
Updated: October 20, 2016
Description: Documentation of employee exposure to hazardous materials.
Retention: 30 years after separation
Updated: October 20, 2016
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
Description: This series documents an employee's work history with the agency, generally maintained as a case file. Records in this series include, but are not limited to, documentation of continuing education, performance evaluations, waivers of liability, card key access forms, disciplinary actions, and background checks.
Retention: 7 years after separation
Updated: April 25, 2025
Description: Documents relating to participation in an agency-supported retirement program.
Retention: 6 years
Updated: October 20, 2016
Description: Copies of pension plans, both current and past, summarizing benefits and eligibility criteria.
Retention: 60 years
Updated: October 20, 2016
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
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
Description: Reports classifying employees by race and gender that document compliance with EEOC rules.
Retention: 3 years
Updated: October 20, 2016
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
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
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
Description: Records monitoring the exposure to hazardous materials by employees.
Retention: 30 years after separation
Updated: October 20, 2016
Description: Records documenting the administration of a government operated insurance program.
Retention: 5 years
Updated: October 20, 2016
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
Description: Records documenting efforts to advertise positions and attract qualified personnel for employment opportunities.
Retention: 2 years
Updated: October 20, 2016
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
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
Description: Records documenting cumulative leave held by an individual employee.
Retention: 50 years
Updated: October 20, 2016
Description: Bonds required of local officials and custodians of funds.
Retention: 5 years after expiration of term
Updated: October 20, 2016
Description: Records documenting job requirements, description, and salary range.
Retention: 4 years after position is reclassified
Updated: October 20, 2016
Description: Pre-employment assessments include exams and polygraphs, taken by those applying for positions with a local government.
Retention: 2 years
Updated: April 25, 2025
Description: Records documenting employees who elect for early retirement under government-offered incentive programs.
Retention: 6 years
Updated: October 20, 2016
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
Description: Affidavits testifying to an individual's right to receive public benefits. Note: Retention applies only to those affidavits not maintained as part of another record, such as a contract or bid response.
Retention: 3 years
Updated: October 20, 2016
Description: Reports documenting the collection of SAVE and E-verify forms.
Retention: 10 years
Updated: October 20, 2016
Description: Records documenting extended absence from work by an employee; non-FMLA.
Retention: 3 years
Updated: October 20, 2016
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
Description: Records documenting attendance and course content for required continuing education training, excluding law enforcement.
Retention: 5 years
Updated: October 20, 2016
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
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
Description: Records documenting employee's daily and weekly work schedules.
Retention: 4 years and settlement of all claims due
Updated: October 20, 2016
Description: Records documents employee accidents, injuries, and medical claims; settlement of all claims.
Retention: 4 years
Updated: October 20, 2016
Georgia Archives, 5800 Jonesboro Road, Morrow, GA 30260
www.georgiaarchives.org
