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Two reasons that this action would be difficult (or even technically illegal):
1. The record description of the file in GS3 includes that material that is not needed after 3-5 years, but, based on the description for the assigned retention period, must be kept the 50 years.
Employee Personnel Files
This series documents an individual's employment history. This series may include, but is not limited to: name, Social Security Number, last known address, starting and ending dates of positions, beginning and ending salary, job titles, hiring, benefits, test results, professional certification, promotions, evaluations, disciplinary actions.
010233
Retain 50 years after termination then destroy in compliance with No. 8 on the schedule cover page.
2. It would be very labor intensive to sort through every terminated personnel file each year (waiting the 3-5 years after termination to cover the legal issues I mentioned earlier) to weed out the material no longer needed to satisfy the purpose of the history card/employment summary.
Ginny Jones
(Virginia A. Jones, CRM, FAI)
Records Manager
Information Technology Division
Newport News Dept. of Public Utilities
Newport News, VA
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From: Virginia Records Officer's Listserv [mailto:[log in to unmask]] On Behalf Of Smith, Glenn (LVA)
Sent: Thursday, November 03, 2011 10:46 AM
To: [log in to unmask]
Subject: Re: Employee Personnel Files
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Ginny,
Can not the amount of paper and data to be retained in the Employee Personnel File still be reduced by removing the record types other than the ones you reference below and managing those under other series in the personnel schedules? Wouldn't this leave the same data in the EPFs that were in the history cards?
Glenn
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From: Virginia Records Officer's Listserv [mailto:[log in to unmask]] On Behalf Of Jones, Virginia
Sent: Thursday, November 03, 2011 10:09 AM
To: [log in to unmask]
Subject: Re: Employee Personnel Files
You are receiving this e-mail as a subscriber to the Virginia Records Officer Listserv (VA-ROL). # #
Glenn:
<It was redundant information.>
I have to respectfully disagree with this statement. The whole point behind the original history card (and subsequent summary database) was to reduce the amount of paper and data to be retained for a long period of time. The history card or summary data contained the information necessary for proving time worked, salary earned, hire date and termination date, as well as a few other pieces of data. The rest of the material in a personnel file is generally only needed for 3 - 5 years for EEO, OSHA, labor dispute, or grievance/legal issues. After that time, the limitation of actions on these issues expires.
With the changes to GS3, however, we now have to maintain a large volume of paper files and various databases for 50 years. This has had a serious impact on resources.
Ginny Jones
(Virginia A. Jones, CRM, FAI)
Records Manager
Information Technology Division
Newport News Dept. of Public Utilities
Newport News, VA
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From: Virginia Records Officer's Listserv [mailto:[log in to unmask]] On Behalf Of Smith, Glenn (LVA)
Sent: Thursday, November 03, 2011 8:30 AM
To: [log in to unmask]
Subject: Re: Employee Personnel Files
You are receiving this e-mail as a subscriber to the Virginia Records Officer Listserv (VA-ROL). # #
Al,
The history series was made defunct and is now included in the 010233 series. It was redundant information.
- Glenn
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Glenn T. Smith [log in to unmask]
Records Analyst www.lva.virginia.gov
Library of Virginia 804-692-3604
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From: Virginia Records Officer's Listserv [mailto:[log in to unmask]] On Behalf Of Albert C. Oglesby
Sent: Thursday, November 03, 2011 6:33 AM
To: [log in to unmask]
Subject: Employee Personnel Files
You are receiving this e-mail as a subscriber to the Virginia Records Officer Listserv (VA-ROL). # #
Employee Personnel Files- History summary sheets I can no longer find reference to these files in GS-3.
GS -3 use to read Employee Personnel Files - History Summary sheets- series No. 10235
A summary of employee's work history containing information such as: Name, social security number, last known address, starting and ending dates of positions, beginning and ending salary, job titles and other information needed to respond to request for employment verification.
Retain 30 years after termination ,then destroy
The August 15, 2011 update of GS-3 reads.
Employee Personnel Files
This series documents an individual's employment history. This series may include, but is not limited to: name, Social Security Number, last known address, starting and ending dates of positions, beginning and ending salary, job titles, hiring, benefits, test results, professional certification, promotions, evaluations, disciplinary actions.
010233
Retain 50 years after termination then destroy in compliance with No. 8 on the schedule cover page.
The question is can I retain personnel files five years after, termination and do a History summary sheet or can I do a history summary sheet they day of termination, or do we have to retain everything 50 years. Any guidance you may be able to offer will be greatly appreciated.
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