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:
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:
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 |
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From:
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: '
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:
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:
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:
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
-------------------------------------------------------------------
From:
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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