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 [log in to unmask] -----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 [log in to unmask] 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)