You are receiving this e-mail as a subscriber to the Virginia Records Officer Listserv (VA-ROL). # # I was told by an employee here of 25+ years that all personnel files were originally sent into the State Record office after termination of employment and that we kept a history sheet for our records- Apparently they did not want to have to store this all this material and placed the responsibility (burden?) back with the agencies- now how they came up with 50 years? -Mark ________________________________ From: Virginia Records Officer's Listserv [mailto:[log in to unmask]] On Behalf Of Smith, Glenn (LVA) Sent: Thursday, November 03, 2011 2:20 PM To: [log in to unmask] Subject: Re: Employee Personnel Files Georgia, I don't believe you are wrong, but the change was made long enough ago that corporate memory has all walked out the door, and digging into why the change was made will be needed (and when we're back in the office next week). If anyone on the list has recollection of why 50 years (and I mean really knows, not just venturing a best guess : ), now's the time to not hold your peace. Thank you, Glenn ________________________________ From: Virginia Records Officer's Listserv [mailto:[log in to unmask]] On Behalf Of McQuigg, Georgia Sent: Thursday, November 03, 2011 11:13 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). # # 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 York County School Division Phone: 757-898-0314 302 Dare Road Yorktown, VA 23692 ______________________ ______________________ _________________________ NOTICE OF CONFIDENTIALITY: This e-mail message and any attached files are intended only for the individual or entity designated in the recipient line and may be LEGALLY PRIVILEGED, CONFIDENTIAL, AND/OR EXEMPT FROM DISCLOSURE under applicable law. If you are not the named recipient you should not read, distribute, copy or alter this e-mail message. You are hereby notified that any dissemination, distribution, copying, use of, or reliance upon, the information contained and transmitted within this e-mail message, by or to anyone, other than the designated recipient, is unauthorized and strictly prohibited. If you have received this e-mail message in error, please notify the York County School Division (YCSD), immediately at (757) 898-0300, and thereafter, destroy this e-mail message. YCSD may monitor e-mail messages to and from the YCSD network. Accidental transmission of this communication is not intended to waive any privilege or confidentiality protected under federal statutes and Virginia's Freedom of Information Act. 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]] <mailto:%5bmailto:[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]] <mailto:%5bmailto:[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]] <mailto:%5bmailto:[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]] <mailto:%5bmailto:[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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