Georgia Archives

University System of Georgia

State Government Records Retention Schedule

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CATEGORY:  PERSONNEL (06)   [ Total entries: 33 (showing 20 per page) ]

GASC-06-021 | Job Recruitment Materials

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

Retention:  2 years.

Legal Citation:  29 CFR 1620.32

GASC-06-022 | Leave Donation Records

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

Retention:  1 year after leave used.

GASC-06-023 | Leave Records

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

Retention:  3 years.

GASC-06-033A GASC-06-033B | Physical Examination of State Employees

Description:  This records series documents the examination and certification of prospective state employees as being medically and physically suitable for employment. Record types include: Prospective Employee Medical Files, physician report, etc.

Retention:  Records relating to persons hired: 7 years following separation of employee (GASC-06-033A); Persons not hired: 3 years (GASC-06-033B)

GASC-06-024 | Position Classification Materials

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

Retention:  4 years after position is re-classified.

GASC-06-025 | Pre-employment Assessments, Not Hired

Description:  Exams taken by those applying for positions with a state agency.

Retention:  2 years.

GASC-06-026 | Retirement Incentive Program Records

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

Retention:  6 years.

Archival Instructions:  Vital Record - duplicate and store offsite

GASC-06-027 | SAVE Affidavits

Description:  SAVE (Systematic Alien Verification for Entitlements) Affidavits testifying to an individual's right to receive public benefits.

Retention:  3 years.

GASC-06-028 | 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.

Legal Citation:  O.C.G.A. 39-2-13

GASC-06-029 | Training Records

Description:  Records documenting attendance and course content for continuing education training.

Retention:  5 years.

GASC-06-030 | 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.

Legal Citation:  49 CFR 382.401

GASC-06-031 | Volunteer Program Records

Description:  This series documents the activities and administration of an agency's 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:  Individual volunteer files: 3 years after separation; All other records: 3 years.

GASC-06-032 | Work/Time Schedules

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

Retention:  4 years.

Legal Citation:  29 CFR 516.6; 29 CFR 1620.32

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