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CATEGORY: PERSONNEL – 06 [ Total entries: 33 ]
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.
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.
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
Description: Criminal and financial background checks on employees.
Retention: 5 years.
Description: Records documenting salary reduction-type plans authorized by the Internal Revenue Service.
Retention: 6 years after temination of participant.
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
Description: Service contracts between an individual and government agency.
Retention: 7 years after expiration.
Archival Instructions: Vital Record - duplicate and store offsite
Description: Records documenting converted personal leave requests.
Retention: 1 year after leave is used.
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.
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
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
Description: Records monitoring the exposure to hazardous materials by employees.
Retention: 30 years.
Legal Citation: 29 CFR 1910.1020(d)
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
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.
Archival Instructions: Vital Record: Duplicate and store offsite.
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.
Legal Citation: 29 CFR 1620.32
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.
Description: Records documenting extended absence from work by an employee under provisions of the Family Medical Leave Act.
Retention: 3 years.
Description: This series documents the activities of interns working at the agency.
Retention: 5 years.
Description: Records documenting efforts to advertise positions and attract qualified personnel.
Retention: 2 years.
Legal Citation: 29 CFR 1620.32
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.
Description: Records documenting hours worked, leave earned, and leave taken; does not include final leave status.
Retention: 3 years.
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)
Description: Records documenting job requirements, description, and salary range.
Retention: 4 years after position is re-classified.
Description: Exams taken by those applying for positions with a state agency.
Retention: 2 years.
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
Description: SAVE (Systematic Alien Verification for Entitlements) Affidavits testifying to an individual's right to receive public benefits.
Retention: 3 years.
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
Description: Records documenting attendance and course content for continuing education training.
Retention: 5 years.
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
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.
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
www.georgiaarchives.org
