Description: Records monitoring the exposure to hazardous materials by employees.
Retention: 30 years.
Description: Records documenting the issuance of employee identification cards, including restricted access.
Retention: 4 years after superseded or employee separation.
Description: Documentation of employee exposure to hazardous materials.
Retention: 30 years after separation.
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Retention: 5 years after permit expires or is superseded or separation of employee from the agency.
Description: Records documenting an employee's work history with the agency, generally maintained as a case file; includes records of continuing education, performance evaluations, and disciplinary actions. Please note: no central agency maintains these records, it is the responsibility of individual agencies to maintain the personnel files of their employees.
Retention: Records documenting service, final leave status, and hire/no hire recommendation: 50 years; Other records: 7 years following separation of employee.
Description: I-9 forms.
Retention: 3 years after date of hire or 1 year after separation, whichever is longer.
Description: Reports classifying employees by race and gender that document compliance with EEOC rules.
Retention: 3 years.
Description: Records documenting charges of discrimination filed against an agency.
Retention: 2 years or until final disposition of the charge or action.
Description: Records documenting service history, mileage, damage repair, routine preventative maintenance and disposition of agency vehicles and equipment. Records type include warranties, operating manuals, service contracts, and service logs for maintenance of agency-owned equipment and vehicles etc.
Retention: 5 years after disposition of vehicle or equipment.
Updated: April 05, 2017
Description: This series includes the records of an agency's director, deputy director, and division directors. Records with historical value include memoranda, reports, and other documentation concerning the administration of policy, coordination of agency functions, and management of program activity. Records of a routine or non-substantive nature that do not document policy decisions or significant programmatic and functional activities.
Retention: Records that document policy, coordination of agency functions, and management of program activity: Permanent; Other recs: 5 yr.
Description: Records documenting inspection of facilities to comply with standards, rules, and codes affecting health and safety of the occupants; includes security and safety inspections.
Retention: 3 years.
Description: All records pertaining to FMLA's leave requirements, including dates and hours of FMLA leave; copies of employer notices, documents describing premium payments, employee benefits, and records of disputes over FMLA benefits.
Retention: 3 years.
Description: Records documenting extended absence from work by an employee under provisions of the Family Medical Leave Act.
Retention: 3 years.
Description: Records documenting federal and state-funded grant projects.
Retention: Final Narrative Summary: Permanent (GASC-02-008); Education Agencies: 5 years after submission of final report or denial of application; Non-Education Agencies: 3 years after submission of final financial report.
Description: Final narrative summary submitted according to grant requirements of the funding agency.
Retention: Permanent.
Description: Records documenting the loan or lease of government equipment (federal) by state agencies.
Retention: 7 years after expiration of contract or disposal of equipment.
Description: Records documenting federal, state, county, and municipal revenue-sharing; includes summaries, expenditures, and investments.
Retention: 5 years after submission of final report.
Description: Periodic reports of the consumption of taxable and non-taxable diesel, gas, and oil in government-owned vehicles.
Retention: 3 years.
Description: Records documenting the withholding of funds from an employee's wages at the request of the courts or a state agency.
Retention: 5 years.
Description: Record of final entry for all financial transactions.
Retention: 7 years.
