Agency Schedule Detail

Authorization Number : 195-0326

Agency Series No. : DEV-HR-01

Status : Active

Agency Web Link :

Agency : DEV

Confidential Description : Contains confidential personal information, including social security numbers.

Division :

Vital Description :

Section :

Record Title : EMPLOYEE PERSONNEL FILES

Revision : 0

Record Description : Includes, but is not limited to: hiring documents such as employee applications, resumes, interview notes, position descriptions, employment agreements, transcripts, certificates, letters of recommendation and other documents relative to the position; personnel actions; tax forms; medical or personal information; criminal records; employee FMLA, EAP, disability, and workers compensation; letters of resignation; any other record maintained as part of the official employee personnel file. NOTE: The Ohio Department of Administrative Services (DAS) is responsible for archiving and permanently maintaining employee files for the state. DAS routinely receives the required documents through the procedures that enact personnel actions.

Retention Period	Retention Justification	Media Code	Method of Disposal
Retain for period specified for electronic format, then destroy. If converted to electronic/digital format, paper records may be destroyed after verification of successful conversion.	The seven-year retention period mirrors State of Ohio General Schedule GP-O-03: Employee Personnel Files	Paper	Shred
Retain seven (7) years after employee leaves employment, then destroy. Records subject to audit shall be further retained until audit report is released and discrepancies addressed. Records requiring periodic updating to ensure current information, such as annual Emergency Contact Forms, should be destroyed when superseded by the updated version. EXCEPTION TO RETENTION PERIOD: As set forth in the collective bargaining agreement and the Ohio Administrative Code, certain documents must be removed from the official employee personnel file after a specified length of time. Refer to the current collective bargaining agreement and the applicable OAC provisions. LITIGATION HOLD: Any records subject to a litigation hold must be retained until the hold is lifted by the Legal Office, regardless of whether the specified retention period has elapsed.	The seven-year retention period mirrors State of Ohio General Schedule GP-O-03: Employee Personnel Files	Electronic	Erase

Approvals

Status	Name	Title	Date
Approved	Sean Byrne	Records Officer	5/17/2016 10:13:00 AM
Approved	Bunnie Jones	Record Administrator	6/20/2016 6:11:00 PM
Approved	Fred Previts	State Archivist	6/21/2016 9:57:00 AM
Approved	Martin Meeks	State Auditor	6/23/2016 4:23:00 PM

Notes

Date	Reason	User