603 A1 Documents to be Retained in Official Personnel Files

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Georgia Department of Human Services
Human Resources Policy #603 A1

Documents to be Retained in Official Personnel Files

This list is not all inclusive but provides guidance regarding the types of documents to be placed and retained in official personnel files.

Requests for Personnel/Payroll Action and supporting documentation, including:

  • Documents confirming appointments, promotions, transfers, demotions, etc. (Documents must include at a minimum the effective date, salary, and classified/unclassified status)

  • Family and Medical Leave requests and approvals

  • Documents requesting and approving leaves of absence without pay

  • Correspondence regarding military leave, kidney donation leave, disaster volunteer leave, etc.

  • Suspensions

  • Notice of resignation or retirement

Appointment Packet material, including:

  • Applications for Employment

  • Security Questionnaire / Loyalty Oath forms

  • Tax forms

  • Designations for Outstanding Wage Payments

  • Acknowledgements of Workers' Compensation Treatment

  • Retirement forms

  • Understanding Concerning the Use of FLSA Compensatory Time

  • Drug-Free Workplace Notices

  • Proof of Selective Service Registration (if applicable)

  • Acknowledgements of Unclassified Position (if applicable)

  • Employee Handbook Acknowledgement forms

Performance-related documents

  • Letters of commendation

  • Written reprimands

  • Adverse actions

  • Separation letters and Separation Notices (Form DOL-800)

Other Documents

  • Licenses/Certificates/Registrations and proof of renewal

  • Special Requests for Other Employment and approvals/denials