General Schedule List
The General Schedule List found below are recommended records retention schedules developed by the Ohio Department of Administrative Services (DAS) for general business functions of a government agency. While State Agencies may create their own records retention schedules, they can also adopt any of these general schedules as a retention schedule for their agency records management program. Use the “Agency Schedule Search” and “Agency-Adopted General Schedule Search” to view what active retention schedules a State Agency may have created or adopted for their records management needs.
Public Users: Please click Agency Schedule or General Schedule button in order to search record retention schedules by agency.
Agency Users: Please click State User Login for full access.
Public Users: Please click Agency Schedule or General Schedule button in order to search record retention schedules by agency.
Agency Users: Please click State User Login for full access.
Search Results
| Series ID | Record Title | Description | Retention Period |
|---|---|---|---|
| GP-M-05 | Employee Training Records, Workforce Development, Tuition Reimbursement and Other Education Assistance | Obsolete: Use GP-O-02 Employee Administrative Documents | |
| GP-M-06 | Civil Rights and Title VII Files | Documents containing complaints and hearing information. | Retain 7 years, then destroy. |
| GP-M-07 | Affirmative Action Plans | Affirmative Action Plans | Retain 2 years, then contact State Archives for review and possible transfer or destruction. |
| GP-M-08 | Accident, Health & Safety Records, Incident Reports, OSHA Reports, etc. | Accident, Health & Safety Records, Incident Reports, OSHA Reports, etc. | Retain 5 years, then destroy. |
| GP-O-01 | Organizational Charts | Table of Organization, charts, graphs to organize the structure of positions within an agency. | Retain until superseded. The current chart will be audited by Auditor of State. |
| GP-O-02 | Employee Administrative Documents | Document types in this series include, but are not limited to, Anonymous List/Layoff List (Employee file), Application Certification, Background Check, Civil Service Application, Computer/Network Access, Disability Separation Agreement, Drug Testing Acknowledgement, electronic or paper evaluations, Exit Checklist, Fraud Hotline Acknowledgement (HV66), Human Trafficking Acknowledgement, Letters/Correspondence (HR related), Licensure, Certifications, Military Leave forms, New Hire/Orientation/Policy Acknowledgements, OAKS ID form, Retirement forms, Outside Employment, Poll Workers forms, Position Descriptions (Employee file), Pre-Employment packet, Prior Service Form & Information, Promotion/HQ Change/Changes in Position Acknowledgement, Reference Checks, Resume/CV, Cover Letter, Security Access form, Separation/Acceptance letters, Statement Concerning Your Employment Not Covered by Social Security, Supplemental Employment Agreement, Supplemental Nepotism Statement (ADM 4173), Training/Education documents, Unclassified Services Explanation & Acknowledgement, Unemployment Compensation, electronic or paper Personnel Actions. | Retain 7 years from effective date of employee separation. |
| GP-O-03 | Vacancy File | Documents associated to a job posting for a Position Number. These are not documents in an employee file. List of document types in this record series include, but are not limited to, Anonymous/Layoff List-Vacancy, Candidate Acknowledgements, Candidate Application, Candidate Correspondence, Checklist, External Recruitment , Hiring Control Approval-Vacancy, Interview Documents, Interview/Testing Schedules, Job Analysis Documents, Job Posting, Other Vacancy Documents, Position Description-Vacancy, Position Requisition, Recruitment Analyses Reports, Reference/Background/Employee History Report, Selection/Offer Approvals, Table of Organization, Test Documents. | Retain 3 years from effective date of employee hire-rehire or date decision not to fill the position is made. |
| GP-O-04 | Employee Medical Documents | List of document types in this record series include, but are not limited to: Accident or Illness form, American with Disabilities Act (ADA), C+84, C86, C-9, Childbirth/Adoption, DHO/SHO Orders, Disability Application, Doctor Letter for Light Duty, Family and Medical Leave Act (FMLA) documents, Hospitalization/Outpatient Surgery Certification, Independent Medical Exam (IME), Injury/Illness Report (ADM 4303), Medco-14s, Medical correspondence, Medical Records, Ohio Employee Assistance Program (EAP) Agreements, Retirement Disability Application, Return to Work, Salary Continuation Request/Extension, Statement of Psychiatric Disability-Psych Questionnaire (ADM 4316), Transitional Work Program (TWP), Workers' Compensation correspondence, letters from BWC, etc. | Retain 7 years from effective date of employee separation. |
| GP-O-05 | Position Descriptions | Duties and responsibilities that detail knowledges, skills, and abilities for a position number. | Retain until superseded, replaced or obsolete. |
| GP-O-06 | Grievance Records | Records of grievances filed by an employee. | Retain 7 years after case is closed. (Be aware that some collective contracts specify where such documents can be kept.) |
| GP-O-07 | Written Reprimands | A reprimand that documents a violation of work rules or policies by an employee of the agency. | Retain 2 years from effective date unless an agreement has been established and no other discipline imposed during the last 2 years |
| GP-O-08 | Discipline Personnel Actions and Attachments | Personnel Actions (electronic or paper) and attachments documenting a violation of work rules or policies resulting in a suspension. | Retain 3 years from effective date unless an agreement has been established and no other discipline imposed during the last 3 years |
| GP-O-09 | Employee Labor Documents | Records in this series include, but are not limited to, Inactive Discipline, Investigation documents, Memorandum of Understanding (MOU), Pattern Abuse notices, other agreements, etc. | Retain 7 years from effective date of employee separation. |
| GP-O-10 | Employee Payroll and Benefits Documents | List of document types in this record series include, but are not limited to, Benefit Enrollment/Change form, Benefit Refunds, Benefit Eligibility Appeal packet, Change of Address, Deferred Compensation, Dependent Eligibility documents, Direct Deposit form, Final Payroll Certification, Healthcare Waiver form, Insurance Enrollment form, Jury Duty-Copy of Check and Subpoena, Leave Conversion form, Over/Under Payment & Financial Settlement, Payroll Deduction Cards and Agreements, Physician Verification Notice, Request for Refunds, Tax Forms (Federal, State, City), Union Authorization Cards, Verification of Employment/Income. | Retain 7 years from effective date of employee separation. |
| GP-O-11 | Employment Eligibility Verification Form (I-9) | Department of Homeland Security form used to verify the identity and legal authorization to work of all paid employees in the United States. | Retain 3 years from effective date of employee hire-rehire or 1 year from effective date of employee separation, whichever is later. |
| GP-O-12 | Training Manuals | Manuals produced or attained by an agency for internal personnel training. | Retain until superseded, obsolete, or replaced, then destroy. |
| GP-PAY-01 | Attendance Records | Data collected from an electronic timekeeping system to establish payable work hours and attendance including, but not limited to, time of day employee begins and ends work on a given day, hours worked each day, and total hours worked each work week. | Retain until State Audit, audit report is released, all discrepancies are resolved, then destroy. |
| GP-PAY-02 | Payroll Warrant Records and Payroll Disbursement Records | Documents created for the disbursements of payroll warrants, checks, reports, and journals providing a breakdown of employee pay and hours worked collectively and individually. | Retain until audited by Auditor of State, audit report is released and all discrepancies are resolved, then destroy. If Federal funds are involved, retain according to appropriate Federal schedules. |
| GP-PAY-03 | Temporary Personnel Contracts | Temporary Personnel Contracts | Retain 7 years after the expiration of contracts, then destroy provided audited by Auditor of State and audit report is released and all discrepancies are resolved. |
| IT-AD-01 | Information Resources Management and Data Processing Services Plans | Agency IT plans, data processing services plans, strategic plans, and related records used to plan for information systems development, technology acquisitions, data processing services provision, or related areas. | Retain until superseded, obsolete or replaced, then transfer to State Archives for their possible retention or destruction. See GAR-PP-02 |