You are receiving this e-mail as a subscriber to the Virginia Records Officer Listserv (VA-ROL). # # We keep the training records as part of each officer's personnel file. The records are kept both electronically (personnel module as part of our IBR/Dispatch/Jail RMS software) and hardcopy (within the personnel file for 10 years). After 10 years the hardcopy is pulled and given to the employee. This includes copies of training certificates. We are in the process of converting to e-format our employee files for those that are no longer with the agency. Capt. Martin R. Shirilla Chief Deputy Lancaster Sheriff's Office 8293 Mary Ball Road Lancaster, VA 2503 804-462-5111 804-462-7046 fax lancastersheriff.net From: Virginia Records Officer's Listserv [mailto:[log in to unmask]] On Behalf Of Robin V. Mardre-Garrett Sent: Friday, February 28, 2014 4:44 PM To: [log in to unmask] Subject: Re: GS 03 Personnel Records You are receiving this e-mail as a subscriber to the Virginia Records Officer Listserv (VA-ROL). # # We have the employee to send an electronic copy of the certificate to the Records Officer whom then maintains them electronically in the cloud. The Records Officer also maintains a log of the date training was done by employee. Thanks Robin From: Virginia Records Officer's Listserv [mailto:[log in to unmask]] On Behalf Of Johnson, Capt. Cleveland Sent: Friday, February 28, 2014 2:14 PM To: [log in to unmask] Subject: Re: GS 03 Personnel Records You are receiving this e-mail as a subscriber to the Virginia Records Officer Listserv (VA-ROL). # # We keep training records separate from the personnel files. However, copies of certificates that our staff earn are placed in the personnel files. The main training records are kept as required by law, especially when it comes to training on Bloodborne Pathogens and HIPPA regulations. All files are gone through according to the records retention program according to the State Library. From: Virginia Records Officer's Listserv [mailto:[log in to unmask]] On Behalf Of Susan Marziani Sent: Friday, February 28, 2014 11:58 AM To: [log in to unmask] Subject: GS 03 Personnel Records You are receiving this e-mail as a subscriber to the Virginia Records Officer Listserv (VA-ROL). # # Fellow Records Officers, In the City of Virginia Beach, the Human Resources department considers training records (required for certification and otherwise) to become a part of the official 50-year personnel file. Our HR department is in the early planning stages for a new application to include Learning & Development records. We want to incorporate electronic and paper training records into this initiative and would appreciate your assistance in answering a few questions: 1. Do you require retention of training records as part of your personnel file? 2. How do you capture/gather the required information across your organization? a. Is the capture a departmental responsibility to scan into a system? b. If not electronic, are departments required to send the paper to HR? Our goal is to (eventually) retain just electronic records and any feedback you can offer on your city/county's processes for capturing, storing and accessing training records would be appreciated. If you utilize a specific software for this purpose, we would like to know that too! Thank you for your assistance. Susan Marziani, Public Records Manager City of Virginia Beach | Department of Public Libraries | Records Management Division 2424 Courthouse Drive | Building 18 | Virginia Beach, VA 23456 O (757) 385.8908 | F (757) 385.5812 | E [log in to unmask] 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)