General Schedule List

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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	Retain until superseded.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