You are receiving this e-mail as a subscriber to the Virginia Records Officer Listserv (VA-ROL).
#
#
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
________________________________
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
[log in to unmask]
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
-------------------------------------------------------------------
Glenn T. Smith [log in to unmask]
Records Analyst www.lva.virginia.gov
Library of Virginia 804-692-3604
-------------------------------------------------------------------
________________________________
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.
To UNSUBSCRIBE, change options, or subscribe, please see the
instructions at http://listlva.lib.va.us/archives/va-rol.html (If using
Netscape, must have version 6.1 or higher to view the above page)
To UNSUBSCRIBE, change options, or subscribe, please see the
instructions at http://listlva.lib.va.us/archives/va-rol.html (If using
Netscape, must have version 6.1 or higher to view the above page)
To UNSUBSCRIBE, change options, or subscribe, please see the
instructions at http://listlva.lib.va.us/archives/va-rol.html (If using
Netscape, must have version 6.1 or higher to view the above page)
To UNSUBSCRIBE, change options, or subscribe, please see the instructions
at http://listlva.lib.va.us/archives/va-rol.html
(If using Netscape, must have version 6.1 or higher to view the above page)
|
