Folks -
John is correct. The "tracking system" may be paper-based as in former
versions of GS 3 that referred to a "History Summary Sheet" or an
electronic record(ranging from Excel spreadsheets to Access databases to
off-the-shelf HR software programs).
Series 010235 in GS 3 gives the following series description:
This series consists of 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 requests for employment verification.
Maintained in paper or electronic format.
If a "tracking system" is being established, you will also need to
remember that its retention period is 50 years (allowing for the
destruction of paper Employee Personnel Files from Series 006223 after 5
years). That means if you go with an electronic format, there may be
migration considerations.
For Claudia's second question, Records Officers dealing with personnel
files may wish to look at information from the State Department of Human
Resources Management -
http://www.dhrm.state.va.us/hrpolicy/policy/recmgmt610.htm
This manual is in need to some updating, but it is a useful place to
start. Even though it applies to positions covered under the "Virginia
Personnel Act", it still may be of interest to those working with
employees not covered by said act.
For the third question, there are a variety of records (including
personnel files) that have important privacy considerations. I would
refer folks to
http://www.lva.lib.va.us/whatwedo/records/timely_destruction.htm for
guidance based on the revised VPRA for the destruction of records with
"identifying information."
Hope this helps. Please feel free to contact me for more information.
Cheers!
Mark
(P.S. - Thanks, John.)
G. Mark Walsh, C.A.
Records & Information Analyst
Archival & Records Management Services
Library of Virginia
(804) 692-3650
-----Original Message-----
From: Virginia Records Officer's Listserv
[mailto:[log in to unmask]] On Behalf Of Breeden, John B.
Sent: Monday, November 06, 2006 9:27 AM
To: [log in to unmask]
Subject: Re: Personnel Records-History Summary Sheet
Claudia,
I don't think GS3 still refers to a "History Summary Sheet" but rather
to
having a "tracking system". (See GS3, page 4, records series #10235) I
don't know that LVA has specific requirements for what must be in the
tracking system but some data elements identified in #10235 (and I
recommend
as well)are: starting and ending dates of positions, beginning and
ending
salary, job titles and other information needed to respond to requests
for
employment verification. For official guidance, contact your LVA
analyst.
John Breeden, CRM
-----Original Message-----
From: Claudia Bolitho [mailto:[log in to unmask]]
Sent: Thursday, November 02, 2006 9:53 AM
To: [log in to unmask]
Subject: Personnel Records
I am trying to collect information on managing personnel records in our
agency and have several needs.
1. Does anyone have a History Summary Sheet for Employee Personnel
files that they are using so that the entire personnel
file does not have to be retained for 50 years after termination?
2. Does anyone have a checklist of documents that are to be kept in the
various employee files - the "official" personnel file,
the medical file, the supervisor's convenience file, etc.?
3. Are there guidelines that go along with the Virginia laws on
personnel records and privacy protection, that will help me be sure
that we are keeping our personnel records properly?
I would appreciate any assistance that you could give me.
Claudia E. Bolitho
Claudia E. Bolitho
Director of Records Management
Hampton Roads Transit
3400 Victoria Boulevard
Hampton, VA 23661
(757) 222-6000 Phone
(757) 222-6103 Fax
(757) 592-2334 Cell
[log in to unmask]
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