Amy:
What is DHRM and what are the standards to which you refer? Also, can
you please clarify what/which PMIS you refer to? Is this a state
automated system or just a generic term for any automated system?
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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-----Original Message-----
From: Virginia Records Officer's Listserv
[mailto:[log in to unmask]] On Behalf Of Judd, Amy (LVA)
Sent: Wednesday, October 24, 2007 4:04 PM
To: [log in to unmask]
Subject: FW: General Schedule 03, Local Personnel Records updated
Ginny,
That is correct. No statewide standard for the data contained in an
employee history summary was ever established. For a series as important
as employee records this seemed risky.
According to DHRM standards, records of employees not in the Personnel
Management Information System (PMIS) must be kept for 50 years. The
intent of the GS-03 change was to bring the localities in-line with
state standards.
The Records Analysis section will certainly address the concerns of the
local records officers in this matter. The General Schedules are always
up for revision and your suggestions are welcome. If our research was
incorrect or misinterpreted, we will of course remedy the situation.
Sincerely,
Amy Judd
Library of Virginia
P.S. I will not be able to check e-mail for the rest of the day but will
respond to your concerns tomorrow morning.
-----Original Message-----
From: Judd, Amy (LVA)
Sent: Wednesday, October 24, 2007 3:46 PM
To: Edwards, Conley (LVA); Snyder, Jeff (LVA)
Subject: RE: General Schedule 03, Local Personnel Records updated
Ginny,
That is correct. No statewide standard for the content of an employee
history summary was ever established. The lack of a standard summary
form from locality to locality was an unacceptable litigation risk.
-----Original Message-----
From: Virginia Records Officer's Listserv
[mailto:[log in to unmask]] On Behalf Of Jones, Virginia
Sent: Wednesday, October 24, 2007 3:39 PM
To: [log in to unmask]
Subject: Re: General Schedule 03, Local Personnel Records updated
Amy:
It appears these changes now require us to keep the whole employee
personnel file (which use to be "Retain 5 years after employee
termination") for 50 years rather than just the employment history
summary cards or summary data. Is this correct?
Ginny Jones
(Virginia A. Jones, CRM, FAI)
Records Manager
Information Technology Division
Newport News Dept. of Public Utilities
Newport News, VA
[log in to unmask]
-----Original Message-----
From: Virginia Records Officer's Listserv
[mailto:[log in to unmask]] On Behalf Of Amy Judd
Sent: Wednesday, October 24, 2007 3:21 PM
To: [log in to unmask]
Subject: General Schedule 03, Local Personnel Records updated
General Schedule 03, County and Municipal Governments, Human Resources /
Personnel Records has been updated.
Employee Personnel Files - File Tracking System, Series 010235 and
Employee Personnel Files - In Tracking System, Series 006223 are now
defunct and those series numbers should no longer be used. All employee
records are now covered under Employee Personnel Files (formerly
Employee Personnel Files - No Tracking System), Series 010233. No
formal, official Tracking System was ever established and applied
statewide therefore all references to such have been removed from the
schedule.
Leave Records, Series 010241 now refers the user to GS-02, Fiscal
Records for the retention and disposition statement where those records
are already covered. This change was to eliminate duplication of a
series. The retention time has not changed.
Please contact your LVA Records Analyst if you have any questions
concerning these changes. Contact information can be found here:
http://www.lva.lib.va.us/whatwedo/records/contacts/searchcontacts.asp
To view the General Schedules for Virginia Localities please visit our
site at http://www.lva.lib.va.us/whatwedo/records/sched_local/index.htm
Sincerely,
Amy Judd
Library of Virginia
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