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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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