Georgia Archives

University System of Georgia

State Government Records Retention Schedule

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CATEGORY:  PERSONNEL – 06   [ Total entries: 33 ]

GASC-06-001 | Accident Reports

Description:  Reports of employee accidents and injuries; including worker's compensation claims.

Retention:  Workers' Comp Claims: 5 years and settlement of all claims due; Accident Reports not resulting in Workers' Comp Claims: 3 years.

GASC-06-002 | Affirmative Action Records

Description:  Records documenting an agency's compliance with the requirements of the Equal Employment Opportunity Commission and response to federal program reviews, state compliance audits, annual reporting requirements, and internal audits.

Retention:  Plans: Permanent; Audits, annual reports, and other records: 3 years.

GASC-06-003 | Applications for Employment, Not Hired

Description:  Records documenting employment applications of persons not hired. Records may include but are not limited to: unsolicited, incomplete, and complete applications; supporting documentation, interview notes and materials; background surveys; and correspondence.

Retention:  Unsolicited and incomplete applications: Useful life; All other records: 3 years.

Legal Citation:  29 CFR 1602.31

GASC-06-004 | Background Checks

Description:  Criminal and financial background checks on employees.

Retention:  5 years.

GASC-06-005 | Cafeteria Plan (Flexible Benefits) Records

Description:  Records documenting salary reduction-type plans authorized by the Internal Revenue Service.

Retention:  6 years after temination of participant.

GASC-06-006 | Continuation of Insurance Benefits (COBRA) Records

Description:  Copies of notices required by COBRA; documentation that notices were received; documentation of any circumstance in which COBRA is not offered due to gross misconduct.

Retention:  6 years

Legal Citation:  29 USC 1027 (ERISA requirments0; 42 USC 300bb-1 to 08 and 29 USC 1161 et seq

Archival Instructions:  Vital Record - duplicate and store offsite

GASC-06-007 | Contracts, Employee

Description:  Service contracts between an individual and government agency.

Retention:  7 years after expiration.

Archival Instructions:  Vital Record - duplicate and store offsite

GASC-06-008 | Converted Personal Leave Requests

Description:  Records documenting converted personal leave requests.

Retention:  1 year after leave is used.

GASC-06-009 | Drug Testing Records

Description:  Records documenting the random drug testing of employees to include pre-employment and reasonable suspicion.

Retention:  Positives and refusals: 5 years. Negatives and Cancelled Drug Tests and documents relating to the administration of the alcohol and controlled substance testing programs: 2 years.

GASC-06-010 | Employee Grievance Action Case Files

Description:  Resolution of employee complaints against supervisor or other employees.

Retention:  2 years after the complaint is filed or the case is resolved.

Legal Citation:  29 CFR 1602.31

GASC-06-011 | Employee Handbooks

Description:  Guidelines created to explain the internal operations and procedures of the agency to a new employee.

Retention:  Permanent.

Archival Instructions:  Transfer to Archives every 1-4 years

GASC-06-012 | Employee Hazardous Materials Exposure Monitoring Records

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

Retention:  30 years.

Legal Citation:  29 CFR 1910.1020(d)

GASC-06-013 | Employee Medical Files, Toxic/Hazardous Substance Exposure

Description:  Documentation of employee exposure to hazardous materials.

Retention:  30 years after separation.

Legal Citation:  29 CFR 1910.1020(d)

Archival Instructions:  Vital Record - duplicate and store offsite

GASC-06-014 | 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.

GASC-06-015 | Employee Personnel Files

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. 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.

Archival Instructions:  Vital Record: Duplicate and store offsite.

GASC-06-016 | Employment Eligibility Verification Records

Description:  I-9 forms.

Retention:  3 years after date of hire or 1 year after separation, whichever is longer.

GASC-06-018 | Equal Employment Opportunity Commission (EEOC) Reports

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

Retention:  3 years.

Legal Citation:  29 CFR 1620.32

GASC-06-017 | Equal Employment Opportunity Commission and GA Commission on Equal Opportunity Complaints

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

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

Legal Citation:  29 CFR 1602.31

Archival Instructions:  Full Title: Equal Employment Opportunity Commission (EEOC) and Georgia Commission on Equal Opportunity (GCEO) Complaints Vital Record - duplicate and store offsite.

GASC-05-003 | 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.

GASC-06-020 | Intern Records

Description:  This series documents the activities of interns working at the agency.

Retention:  5 years.

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

Georgia Archives, 5800 Jonesboro Road, Morrow, GA  30260