Chris,

You are correct!  

You really should go to the VAGARA conference if you can-they always have a first rate program.  I regret not being able to attend this year.  I’ll treat you and Mark Andrachek since he responded first privately and you were the first public respondent.

John

You are receiving this e-mail as a subscriber to the Virginia Records Officer Listserv (VA-ROL). # #

Duplex films two sided, simplex films single sided and I believe the duo films on the front of the film and then again on the back side of the film. I am not sure I am correct, but if I am you won’t have to buy me lunch since I don’t attend the VAGARA conference.

You are receiving this e-mail as a subscriber to the Virginia Records Officer Listserv (VA-ROL). # #

Mark,

Your 25+ year employee is correct.  All state (not local) personnel files were sent to the Department of Personnel & Training (DPT, now DHRM) after the employee terminated, who then sent the records to the Virginia State Library (VSL, now LVA) for microfilming.  That practice was stopped some decades ago because it was determined that the records only had value for 5, 6 or 7 years (I forget which one) and so microfilming them was a waste of money.     

The records were microfilmed in duo mode, not simplex or duplex.   I’ll pay for lunch at next year’s VAGARA conference for the first person (other than Dick Harrington and Ginny Jones) who can tell the listserv the difference between duo, duplex, and simplex microfilm!

John

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

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? 

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.

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.

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]

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]

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.

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.

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)

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)

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)