SOP_NUMBER: 104.02 TITLE: Human Resources Records Management REFERENCE_CODE: IVO01-0003 WORD_COUNT: 745 POWERDMS_URL: https://public.powerdms.com/GADOC/documents/105173 URL: https://gps.press/sop-data/104.02/ ======================================================================== FULL TEXT: ======================================================================== |GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3| |---|---|---| |**Policy Name:**Human Resources Records Management|**Policy Name:**Human Resources Records Management|**Policy Name:**Human Resources Records Management| |**Policy Number:** 104.02|**Effective Date:** 10/26/2017|**Page Number:** 1 of 3| |**Authority:** Commissioner
|**Originating Division:**
Administration & Finance
Division (Human Resources)|**Access Listing:**
Level I: All Access
| **I.** **Introduction and Summary:** The Georgia Department of Corrections (GDC) administers the records management program to establish efficient and economic control of all records. The program will conform to all pertinent provisions of the Georgia Records Act of 1972 and is applicable to all activities under the jurisdiction of the Board of Corrections. The objective of this program is to preserve records of continuing value either by maintenance or retirement and to destroy those which are no longer essential. **II.** **Authority:** A. O.C.G.A. [§§: 50-18-91, 50-18-93, and 50-18-94;](http://www.lexisnexis.com/hottopics/gacode/Default.asp) [B. State Personnel Board Rule: 478-1-.09;](http://rules.sos.state.ga.us/docs/478/1/09.pdf) [C. GDC Board Rule:125-1-2-.02; and](http://captiva.dcor.state.ga.us/inner_frameSet.html?/Joint/LibrarySearch/menu.htm) D. ACA Standards: 2-CO-1C-23, 1-CTA-1C-11, 4-4067, and 4-4068. **III.** **Definitions:** A. **Retention** - The period of time the record or information must be kept. **IV.** **Statement of Policy and Applicable Procedures:** A. Each activity will adhere to the procedures established by the Division of Archives and History of the University System of Georgia (Georgia Archives) for development and/or use of record retention schedules. B. Records must be discarded or destroyed only by approved retention schedules. C. Requests for Human Resource (HR) records made outside of the GDC for the purpose of litigation or for any reason other than employment with another state agency, which would precipitate the expedient transfer of the record, shall be made to Correctional Human Resource Management (CHRM) or to Legal Services. D. CHRM is the manager for all official HR records for employees, past and present, of the GDC and shall be the only authorized office for transmission of HR records to other state agencies upon transfer of employees. |GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3| |---|---|---| |**Policy Name:**Human Resources Records Management|**Policy Name:**Human Resources Records Management|**Policy Name:**Human Resources Records Management| |**Policy Number:** 104.02|**Effective Date:** 10/26/2017|**Page Number:** 2 of 3| |**Authority:** Commissioner
|**Originating Division:**
Administration & Finance
Division (Human Resources)|**Access Listing:**
Level I: All Access
| E. Retention Schedule: |Record Title|Description|Retention| |---|---|---| |Accident Reports|Reports of employee accidents and injuries;
may include workers’ compensation claims|4 years| |Applications
for
Employment – Not Hired|Records documenting applications for job
openings including, interview notes and
materials, transcripts, background surveys,
correspondence, etc.|2 years| |Drug Testing Records|Records documenting the random testing of
employees to include pre-employment and
reasonable suspicion|2 years for negatives
and cancelled drug
tests

5 years for positive &
refusals| |Employee
Assistance
Program|Records documenting the referral and
treatment of employees|5
years
after
employee completes
the program| |Employee Grievance Action
Case Files|Resolution of employee complaints against
supervisor or other employees|2 years after the
complaint is filed or
the case is resolved| |Employee
Medical
Files,
Toxic/Hazardous Substance
Exposure|Documentation of employee exposure to
hazardous materials|30
years
after
separation| |Employee Personnel Files
(Including
new
hire
information and information
gained during employment)|Records documenting an employee’s work
history with the agency|7
years
after
separation
(Local
personnel files - 2
years)| |Equal
Employment
Opportunity
Commission
Complaints|Records
documenting
charges
of
discrimination filed against an agency|2 years or until final
disposition
of
the
charge or action| |Equal
Employment
Opportunity
Commission
Reports|Reports classifying employees by race and
gender that document compliance with
EEOC rules|3 years| |Family
Medical
Leave
Records|Records documenting extended absences
from work by an employee under the
FMLA provisions|3
years
after
separation| |Georgia
Commission
on
Equal Opportunity|Records
documenting
charges
of
discrimination filed against an agency|2 years or until final
disposition of charge
or action| |Background Checks|Records documenting criminal or civil
charges|Maintain
original
upon employment for
length
of
employment;| |GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3| |---|---|---| |**Policy Name:**Human Resources Records Management|**Policy Name:**Human Resources Records Management|**Policy Name:**Human Resources Records Management| |**Policy Number:** 104.02|**Effective Date:** 10/26/2017|**Page Number:** 3 of 3| |**Authority:** Commissioner
|**Originating Division:**
Administration & Finance
Division (Human Resources)|**Access Listing:**
Level I: All Access
| |Col1|Col2|maintain subsequent
records until next
inquiry is processed| |---|---|---| |Job Recruitment Materials|Records documenting efforts to advertise
positions and attract qualified personnel|2 years| |Leave Donation Records|Records documenting the donation of leave
by employees to assist an individual who
must be absent from work for an extended
period of time due to illness|1 year after leave
used| |Leave Records|Records documenting hours worked, leave
earned, and leave taken|3 years| |Personal Leave Conversion|Records documenting converted personal
leave request|1 year after leave is
used| |Workers’
Compensation
Claims|Records document employee accidents,
injuries, and medical claims|4
years
and
settlement
of
all
claims| **V.** **Attachments:** None. **VI.** **Record Retention of Forms Relevant to this Policy:** None.