| 010220 |
Accident/Illness Reports
|
This series documents occupational injuries and illnesses. This series may include, but is not limited to: reports and logs, but excludes sick leave reports maintained for payroll purposes. |
Retain 5 year(s) after event |
Confidential Destruction |
29 CFR 1904(C) and (D), 16 VAC 25-85-1904
|
6/11/2026 |
| 010221 |
Affirmative Action/Equal Employment Opportunity Commission (EEOC) Plans
|
This series documents affirmative action and/or Equal Employment Opportunity Commission (EEOC) plans. This series may include, but is not limited to: plans. |
Retain 3 year(s) after superseded, obsolete, or rescinded |
Non-confidential Destruction |
29CFR1608.4
|
6/11/2026 |
| 010222 |
Affirmative Action/Equal Employment Opportunity Commission (EEOC) Progress Reports
|
This series documents any affirmative and/or equal employment action taken by an agency. This series may include, but is not limited to: reports. |
Retain 3 year(s) after submission |
Non-confidential Destruction |
29 CFR 1602.32
|
6/11/2026 |
| 010253 |
Applications and Resumes: Unsolicited
|
This series documents the receipt of unsolicited applications or resumes for which no position has been announced. This series may include, but is not limited to: applications and resumes. |
Retain until after no longer administratively useful |
Confidential Destruction |
|
6/11/2026 |
| 010224 |
Attendance Records: Education/Training
|
This series documents attendance at classes, meetings, and seminars for training or continuing education purposes. This series may include, but is not limited to: logs, registers, and sign-in sheets, but excludes attendance records maintained for payroll purposes. |
Retain until after no longer administratively useful |
Non-confidential Destruction |
|
6/11/2026 |
| 001762 |
Criminal History / Background Check Records
|
This series documents the criminal history, if any, of a job applicant for the purposes of making a hiring decision. This series may include, but is not limited to: criminal background investigation reports, fingerprint cards, central registry forms, and other security records. |
Retain until after event |
Confidential Destruction |
|
6/11/2026 |
| 010227 |
Discrimination Complaint Cases
|
This series documents the investigation into any act(s) of discrimination filed by an employee. This series may include, but is not limited to: investigative and interview notes, logs, reports, and Equal Employment Opportunity Commission (EEOC) claims. |
Retain 1 year(s) after closed |
Confidential Destruction |
29CFR1602.14
|
6/11/2026 |
| 200387 |
Drug and Alcohol Screening or Testing Records: Negative Results
|
This series documents the administration and results of alcohol and drug screening or testing of job applicants or employees. This series may include, but is not limited to: logs, registers, and reports. |
Retain 1 year(s) after event |
Confidential Destruction |
|
6/11/2026 |
| 010228 |
Drug and Alcohol Screening or Testing Records: Positive Results
|
This series documents the administration and results of alcohol and drug screening or testing of job applicants or employees. This series may include, but is not limited to: logs, registers, and reports. |
Retain 5 year(s) after event |
Confidential Destruction |
|
6/11/2026 |
| 010229 |
Educational Assistance Program
|
This series documents requests for tuition assistance, the approval or denial of the requests, and any required repayment. This series may include, but is not limited to: applications, correspondence, evaluation forms, and reports. |
Retain 3 year(s) after closed |
Non-confidential Destruction |
|
6/11/2026 |
| 200845 |
Employee ADA Accommodation Requests
|
This series documents an employee's request for accommodation(s) made under the Americans with Disabilities Act (ADA). This series may include, but is not limited to, applications, correspondence, and supporting documentation. |
Retain 2 year(s) after last action |
Confidential Destruction |
29 CFR 1602.31
|
6/11/2026 |
| 200844 |
Employee ADA Accommodation Requests: Involuntary Termination
|
This series documents the Americans with Disabilities Act (ADA) accommodation requests made by an employee who has been or is being involuntarily terminated. This series may include, but is not limited to, applications, lay-off/termination related records, correspondence, and supporting documentation. |
Retain 2 year(s) after separation |
Confidential Destruction |
29 CFR 1602.31
|
6/11/2026 |
| 010231 |
Employee Directories, Rosters, or Indexes
|
This series documents employee work assignments, titles, phone numbers and/or addresses. This series may include, but is not limited to: logs, registers, and reports. |
Retain until after superseded, obsolete, or rescinded |
Non-confidential Destruction |
|
6/11/2026 |
| 010239 |
Employee Health Certificates
|
This series documents, at the time of hire, an employee's ability to perform a specific task, function or job, and/or that the employee's health meets requirements set by the employer. This series may include, but is not limited to: certificates and reports. |
Retain 3 year(s) after event |
Confidential Destruction |
|
6/11/2026 |
| 010232 |
Employee Health Records
|
This series documents any long-term health risk, as well as any health treatment or examination given to an employee by a medical professional of the agency or an agent of the agency for exposure to hazardous substances, or on-the-job injuries, or for the employee’s general well being. This series may include, but is not limited to: health assessments, medical clearance or release to duty notices, reports, x-rays, and other records related to Series 010220, "Accident/Illness Reports." |
Retain 30 year(s) after separation |
Confidential Destruction |
29CFR1910.1020(d)(1)(i)
|
6/11/2026 |
| 010233 |
Employee Personnel Records: Long Term
|
This series documents any employee's history. This series should include, but is not limited to: date range employed, contact information, compensation and position history, reason for separation/termination, personnel action notices, and any retirement benefits information. |
Retain 50 year(s) after separation |
Confidential Destruction |
|
6/11/2026 |
| 200386 |
Employee Personnel Records: Short Term
|
This series documents any employee's work activity and history that is not included in the Long Term series. This series may include, but is not limited to: test results; professional certification and qualification records; evaluations; disciplinary actions; promotion/demotion, layoff, termination or tenure records; return to work notifications (issued by employer); and any other non-long-term record. |
Retain 5 year(s) after separation |
Confidential Destruction |
|
6/11/2026 |
| 010230 |
Employment Eligibility Form and Records (I-9): Employee Employed Less Than Two Years
|
This series documents the employer's verification at the time of hire that any prospective employee or recruit is a U.S. citizen, resident alien, or legal immigrant eligible to work in the U.S. as required by the U.S. Citizenship and Immigration Services. This series may include, but is not limited to: forms. |
Retain 3 year(s) after event |
Confidential Destruction |
8 CFR 274a.2(b)
|
6/11/2026 |
| 200033 |
Employment Eligibility Form and Records (I-9): Employee Employed More Than Two Years
|
This series documents the employer's verification at the time of hire that any prospective employee or recruit is a U.S. citizen, resident alien, or legal immigrant eligible to work in the U.S. as required by the U.S. Citizenship and Immigration Services. This series may include, but is not limited to: forms. |
Retain 1 year(s) after separation |
Confidential Destruction |
8 CFR 274a.2(b)
|
6/11/2026 |
| 010237 |
Exit Interview Files
|
This series documents the interview of employees prior to their departure from agency. This series may include, but is not limited to: notes, completed surveys, and reports. |
Retain 3 year(s) after separation |
Confidential Destruction |
|
6/11/2026 |
| 200967 |
Family and Medical Leave Act (FMLA) Records
|
This series documents employees' use of FMLA. This series may include, but is not limited to, approved applications, leave records, and supporting documentation. |
Retain 3 year(s) after end of state fiscal year |
Confidential Destruction |
29 CFR 825.500 (b)
|
6/11/2026 |
| 010238 |
Grievance Records
|
This series documents the initial complaint, actions, investigation, summary, and disposition of an employee grievance. This series may include, but is not limited to: investigative and interview notes, logs, and reports. |
Retain 5 year(s) after closed |
Confidential Destruction |
|
6/11/2026 |
| 010240 |
Incident Reports
|
This series documents the occurrence of an incident, and any subsequent investigation, that involves the employees/facilities of an agency, and/or the public, and has reasonable possibility of legal consequences. This series may include, but is not limited to: investigative and interview notes, logs, and reports, as well as materials related to Series 010220, "Accident/Illness Reports". |
Retain 5 year(s) after event |
Non-confidential Destruction |
|
6/11/2026 |
| 006210 |
Occupational Safety and Health Administration (OSHA) Records
|
This series documents compliance with federal Occupational Safety and Health Administration (OSHA) regulations, as well as Virginia Department of Labor and Industry's Occupational Safety and Health (VOSH) regulations. This series may include, but is not limited to: reports, logs, and policy and program documentation. |
Retain 5 year(s) after event |
Confidential Destruction |
29CFR1904 et seq.
|
6/11/2026 |
| 010244 |
Pay Classification Records
|
This series documents the determination of compensation for an individual, a job, or a group of jobs within the agency. This series may include, but is not limited to: worksheets, requests, studies, and reports. |
Retain 2 year(s) after decision |
Confidential Destruction |
29CFR1602.31
|
6/11/2026 |
| 010247 |
Position Classification and Description Records
|
This series documents the need for a position, the task requirements for performing the job, the job title, and/or agency approval. This series may include, but is not limited to: position descriptions, survey results, worksheets, requests, and studies. |
Retain 2 year(s) after superseded, obsolete, or rescinded |
Non-confidential Destruction |
|
6/11/2026 |
| 010248 |
Promotion, Demotion, Separation, or Tenure Records
|
This series documents the decisions made regarding promotion, demotion, separation, layoff, termination, or tenure for a particular employee or group of employees. This series may include, but is not limited to: staffing templates, budget reports, performance and composite data, and position evaluations. |
Retain 2 year(s) after decision |
Confidential Destruction |
29CFR1602.31
|
6/11/2026 |
| 010249 |
Recruitment, Hiring, Interview, and Selection Records
|
This series documents the process and result of recruiting, selecting, and hiring. This series may include, but is not limited to: applications of selected and rejected applicants, position descriptions, copies of announcements and advertisements, selection criteria, evaluations, interview notes, tests, work samples, and rankings. |
Retain 3 year(s) after event |
Confidential Destruction |
|
6/11/2026 |
| 200785 |
Telework Agreements
|
This series documents arrangements for employees to perform their official duties remotely at a location other than the agency's traditional worksite, such as the employee's residence or other approved location(s). This series includes, but is not limited to: telework agreements. |
Retain 3 year(s) after superseded, obsolete, or rescinded |
Confidential Destruction |
|
6/11/2026 |
| 010250 |
Testing Records
|
This series documents any test or testing process administered for employee evaluation, retention, or promotion. This series may include, but is not limited to: tests and results. |
Retain 3 year(s) after event |
Confidential Destruction |
|
6/11/2026 |
| 010251 |
Training Records: Not Including Those Required for Certification or Qualification
|
This series documents employees' attendance in classes, conferences, courses, meetings, seminars, workshops, and any other training or educational initiative not required for licensing, certification, or qualification. This series may include, but is not limited to: logs, registration forms, attendance approval, attendance records, and reports. |
Retain 3 year(s) after event |
Non-confidential Destruction |
|
6/11/2026 |
| 010252 |
Unemployment Insurance / Compensation Records
|
This series documents the response made to and the results received from the Virginia Employment Commission in the review of unemployment claims. This series may include, but is not limited to: correspondence, reports, and forms. |
Retain 5 year(s) after closed |
Confidential Destruction |
|
6/11/2026 |
| 011152 |
Verification of Employment
|
This series documents the receipt of and responses to requests for verification of an individual's employment. This series may include, but is not limited to: release, waiver, and correspondence. |
Retain 3 year(s) after event |
Confidential Destruction |
|
6/11/2026 |
| 001763 |
Volunteer Records
|
This series documents the recruitment, selection, and work history of volunteers. This series may include, but is not limited to: application, approval, denial, assignment, performance, training, and attendance records. |
Retain 3 year(s) after last action |
Confidential Destruction |
|
6/11/2026 |
