transactions that occur during an employees' period of

active employment, including hiring, promotion, demotion,

transfer, layoff, performance, discipline, termination, etc.

notices, recall notices, apprenticeships, transcripts, tuition

reimbursement, policy acknowledgements, property sign-

out forms, certifications, current driver’s licenses, driving

records, police accident reports, exit interviews, and

severance agreements.

temporary, seasonal and student positions. They may

include, but may not be limited to, documents listed in

item #100A, as well as work permits and certificates of age

transactions that occur during an employees' period of

active employment. They may include, but may not be

limited to, data that is used to administer personnel and

payroll functions, such as timekeeping, tenure, payroll,

parties to verify that a person is employed by the local

government.

records, drug and alcohol tests, physical exam results,

polygraph test results, and credit history reports.

specific employee, including disability accommodations.

They may include, but may not be limited to, insurance

forms, physician correspondence, tuberculosis tests,

polygraph test results, off-work notices, Family Medical

employees when they complete professional development,

continuing education, licensing and/or certification training

that is required for employment. Other training records are

administration documents, calendar year summaries,

alcohol misuse documents, and information about

employee participation in controlled substances use

prevention programs. [49CFR382.401.]

identity and immigration status of all new employees. They

may include, but may not be limited to, employment

eligibility verification forms, and supporting

documentation. 8 CFR 274a.2 (1998) requires that

employers maintain signed copies of I-9 forms.

development documents should be retained until the final

document is adopted.

against local governments and the resolution of the

grievance. They may include, but may not be limited to,

written grievances, pre-hearing reports, grievance forms,

correspondence, summary sheets, employee history

complaint. Complaints may relate to affirmative action,

sexual harassment, labor practices, disability issues,

discrimination, or other issues. They may include, but may

not be limited to, completed questionnaires from

available to employees. They may include, but may not be

limited to, plan documents, plan descriptions, and reports.

exposure to toxic substances or blood-borne pathogens.

They may include, but may not be limited to, incident

management, requests for medical leave, insurance forms,

management, requests for medical leave, insurance forms,

and applications for continuation of insurance. These

records are maintained separately from the personnel file.

OSHA requires that any information pertaining to a job-

related illness and injury be kept on file for five years after

the end of the fiscal year in which the event occurred.

calendar year. They may include, but may not be limited to,

logs and supporting documentation. In accordance with 9

CFR 1904.33, these records shall be retained for 5 years

following the calendar year that they cover.

existing positions. They may include, but may not be

limited to, summaries of job responsibilities, functions,

classified. They may include, but may not be limited to,

requests, copies of existing and proposed job descriptions,

decisions affecting the request, and supporting

positions that the local government intends to fill, both

internally and externally. They may include, but may not be

limited to, notices, and published advertisements.

qualifications for employment. They may include, but may

not be limited to, master exams and master answer sheets,

and test development documentation (if applicable).

disability insurance providers about the amount of benefits

that were paid from the policy.

contracts with individual employees and employee groups.

They may include, but may not be limited to, salary and

benefit schedules, ground rules proposals and counter

local government. They may include, but may not be

limited to, organization charts, mission statements, and

supporting documentation. Note: these records may

information for employees. Note: these records may

healthy enough to safely enter a building where a

government office is located, or that a government

employee is healthy enough to work, in compliance with

each employee who is enrolled in a pension plan (such as

the Municipal Employees Retirement System or a locally

operated plan). They may include, but may not be limited

to, W-4, hiring authorization, requisitions, pay

employee/employer loan agreements, contribution limit

testing, supporting documentation for garnishments, levies

and deductions, tax deferred payment agreements,

retirement beneficiary forms, final salary affidavit, and

electronic funds transfer applications.

each employee who is enrolled in a defined contribution

plan only and does not receive a pension. They may

include, but may not be limited to, W-4, hiring

be limited to, employee names, social security numbers,

employee identification numbers, gross wages, deductions,

net pay, current pay period, year to date earnings, etc.

each pay cycle to verify the accuracy of the payroll. They

may include, but may not be limited to, payroll summaries,

pay journals, check registers, account distributions, payroll

liabilities, payroll transactions, payroll account creation

member investment plan, district contribution, rate of pay,

contract dates, and number of payments per year.

used by each employee during each pay cycle, and they are

used to support payroll activity. They may include, but may

not be limited to, time sheets or cards, time keeping data,

containing the hours worked by the employee, the gross

wages paid, the pay period for which payment is being

made, itemized deductions, itemized fringe benefits, wage

assignments, and garnishments and levies. Note: if the

is longer than 3 years, it will need to retain these records

for at least that calculation timeframe.

monies withheld from employee wages. They may include,

employers. They may include, but may not be limited to,

reports identifying the taxes paid and benefits charged to

unemployment benefits from the local government via the

Unemployment Insurance Agency. They are used to verify

that the people are entitled to these benefits, and to

resolve discrepancies. They may include, but may not be

limited to, correspondence, and appeals.

between sexes. They may including, but may not be limited

to, reports, and substantiating documents.

include topical correspondence, memoranda, reports,

research, articles, meeting notes, and related background

materials.

that is not pertinent to an active project, matter, or case

being handled by the agency. They may include, but may

not be limited to, requests for information that do require

administrative action, a policy decision, special compilation

of research, analysis, or referral correspondence. This

series also includes correspondence indexing and tracking

information that require no: administrative action, policy

decision, special compilation of research; requests or

matters that are addressed by creating other records; and

reminders.

public records maintained by state agencies. They may

include requests for information, correspondence, a copy

of the information released, and billing documentation.

mailing address, phone numbers and other contact

information.

related meetings, assignments, and tasks. They may

include, but may not be limited to, appointments,

meetings, calendars, and planners.

not be limited to, meeting minutes, agendas, and

distribution materials. Meeting records may also be

retained in subject files (see item #300), if they relate to a