603 Official Personnel Files

Documents that should be placed and retained in official personnel files include, but are not limited to, appointment packet material, performance-related documents and requests for personnel/payroll actions. Please refer to DHS Policy #603 A1: Documents to be Retained in Official Personnel Files for additional information. Questions regarding documents to be placed in official personnel files should be directed to your designated Human Resources Representative.

Documents that should be maintained separately from official personnel files include, but are not limited to supervisory files, medical information, criminal history records, complaint inquiries, garnishments, I-9 Forms, and employee grievances. A more inclusive list is provided in DHS Policy #603 A2: Documents to be Maintained Separately from Official Personnel Files.

Supervisory files are to be maintained by each employee’s work unit for the duration of employment in the unit. When employment in the work unit ends, supervisory files should be maintained until the end of the calendar year plus one (1) additional calendar year. The files should then be destroyed, unless there is an ongoing issue involving the individual employee’s employment with DHS.

The OHR Deputy Commissioner or designee is the custodian of official personnel files.

The Georgia Open Records Act provides that all DHS records are public and accessible unless specifically exempted for reasons such as an order by a Georgia Court or by law.

Certain personal information about employees is not subject to disclosure and will only be released to authorized officials. Please refer to paragraphs C(3) and C(4) of this policy. Personal information maintained in an official personnel file is generally not accessible under the Georgia Open Records Act. This information includes, but is not limited to the following: an employee’s home address and telephone number, personal cell phone number, social security number, day/month of birth, mother’s birth name, debit/credit card information, other banking/financial information, insurance/medical information, confidential reference information obtained in connection with an appointment, and immediate family members or dependents.

Information about current or former DHS employees may be accessible under the following circumstances:

Subpoenas and other legal requests should be submitted immediately to the Office of General Counsel (OGC).

Custodians are to ensure that confidential information is removed prior to allowing access to official personnel files, unless one or more of the conditions in section C of this policy exists.

Access to official personnel files is granted electronically or via U.S. Postal Service (USPS) upon verification of the requestor’s identity.

Individuals requesting access to official personnel files should give two (2) business days’ advance notice. Identification is required prior to authorizing access to confidential employee information.

Official personnel files of DHS employees who transfer to other State agencies must be forwarded to the appropriate agency’s Human Resources Office within ten (10) business days of the effective date of transfer.

Official personnel files may be purged because of settlement agreements made with employees who have been dismissed from employment.

Custodians are responsible for properly transmitting closed (inactive) personnel files of former employees to the State Records Center.

When State employment ends, employees' official personnel files are to be withdrawn from the active files area.

The inactive files are archived electronically in accordance with the Retention Schedules for State Government Records. These Schedules may be found at the Georgia Archives University System of Georgia georgiaarchives.org/records/state_government/.