603 A2 Documents to be Maintained Separately from Official Personnel Files

Georgia State Seal

Georgia Department of Human Services
Human Resources Policy #603 A2

Documents to be Maintained Separately from Official Personnel Files

This list is not all inclusive but provides guidance regarding the types of documents to be maintained separately from official personnel files.

DHS Employee Grievances

  • Unless employees specifically request in writing that grievance materials be placed in their official personnel files.

Unlawful Discrimination Complaints filed through any of the following:

  • DHS Unlawful Discrimination Complaint Procedure

  • Georgia Commission on Equal Opportunity

  • Equal Employment Opportunity Commission

Medical Information, including:

  • Americans with Disabilities Act related information

  • Alcohol/Drug testing laboratory results

  • Specific medical information which supports absence due to Family and Medical Leave

  • Medical and Physical Examination Program forms

Other Documents, including:

  • Investigative reports from the Office of Inspector General

  • Garnishments, bankruptcies, levies

  • Information received as a result of criminal history records investigations

  • Leave donation records

  • Employment Eligibility Verification (DHS/USCIS Form I-9)