Agency Schedule Detail

Authorization Number : 760-1443

Agency Series No. : 2026

Status : Active

Agency Web Link :

Agency : DHS

Confidential Description : Record Series may contain personal information that is considered confidential under section 149.43 of the Ohio Revised Code and rule 4501-55 of the Ohio Administrative Code.

Division : DHSDIRO

Vital Description :

Section : DHSDIROHRMO

Record Title : Employee Benefits and Medical History Files

Revision : 2

Record Description : This series contains records related to all Department of Public Safety (DPS) employee benefits, which include documentation of employee enrollment in the health, dental, and vision programs; FMLA benefits and all supporting documentation; "Wellness Facility Releases of Liability" DPS form 0008; applications for disability benefits and all supporting documentation; and fitness for duty reports. This series also contains records related to DPS employee medical histories, with the exception of Ohio State Highway Patrol (OSHP) troopers, whose medical histories are retained at the OSHP Academy in accordance with SAN 760-1072 (Ohio State Highway Patrol Employee Medical Records). Note: Medical histories for OSHP civilian employees through 2012 are also retained at the OSHP Academy in accordance with SAN 760-1072.

Retention Period	Retention Justification	Media Code	Method of Disposal
Retain current, plus seven years from date of separation in HR/Benefits and Medical Office files. Record may be imaged. If record is imaged and retained electronically, paper may be destroyed as soon as scan is confirmed and validated.	Record may be imaged per R.C. 9.01. Retain for possible civil litigation purposes per R.C. 2305.07; disability reinstatement rights per R.C. 145.362; and FMLA record keeping requirements per 29 CFR 825.500.	Paper	Shred
Retain current, plus seven years from date of separation in HR/Intellinetics System.	Retain for possible civil litigation purposes per R.C. 2305.07; disability reinstatement rights per R.C. 145.362; and FMLA record keeping requirements per 29 CFR 825.500.	Electronic	Delete

Approvals

Status	Name	Title	Date
Approved	Pamela Watkins	Records Officer	9/8/2014 10:49:00 AM
Approved	Bunnie Jones	Record Administrator	9/16/2014 12:32:00 PM
Approved	Fred Previts	State Archivist	9/18/2014 10:39:00 AM
Approved	Martin Meeks	State Auditor	9/18/2014 3:07:00 PM

Notes

Date	Reason	User