You are receiving this e-mail as a subscriber to the Virginia Records Officer Listserv (VA-ROL). # #
Am I wrong in thinking that if
“company policy” is to record this information on a history sheet then the
history sheet would be your Employee Personnel File?
Georgia
McQuigg |
||
Manager
of School Board Office Building |
School
Board Office | |
SBO
Building Management |
302
Dare Road | |
______________________ |
______________________ |
_________________________ |
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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 11:04 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:
This also brings to mind another
quandary regarding the retention change. Until the change occurred in GS3,
we followed the previous retention – i.e. keeping personnel files 5 years after
termination and history cards/summary data for 25 years after termination.
So now, we have whole files for those personnel who terminated after the change
was made, but only cards or summaries for those who terminated up to 25 years
previously, and no records for those who terminated more than 25 years (up to 50
years) ago as now required. While this is a common occurrence in retention
practices (although usually as a result of regulatory change), I’m not sure how
it would play out in a legal situation.
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: Jones, Virginia
Sent: Thursday, November 03, 2011 10:55 AM
To: 'Virginia
Records Officer's Listserv'
Cc: Tillman, Jonathan
Subject:
RE: Employee Personnel Files
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
[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 10:46 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). # #
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.
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