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RECMGMT-L  August 2004

RECMGMT-L August 2004

Subject:

Re: Retention period for time sheets

From:

"Colgan, Julie J." <[log in to unmask]>

Reply-To:

Records Management Program <[log in to unmask]>

Date:

Fri, 20 Aug 2004 09:22:59 -0400

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (275 lines)

One quick comment, ever so slightly off topic ... Also be sure your
schedule and/or policy has wording that deals with duplicates.



In our situation, we track time electronically (the "record" copy) but
our staff often print out a paper copy for their personal files.  The
lesson here is, just be sure you know all of the version/forms of
timesheets you have; identify the "record" copy (who generates it, how
it is generated and where it is maintained) to satisfy the auditor's
need for assurance he/she can find them when need be, and so you can
apply your retention schedule to them (no matter how many years you end
up keeping them) and then provide guidelines/policy on what to do with
personal files and duplicates.



Best of luck!

Julie



-----Original Message-----

From: Gary Vocks [mailto:[log in to unmask]]

Sent: Friday, August 20, 2004 9:08 AM

To: [log in to unmask]

Subject: Re: Retention period for time sheets





Folks, I think we're talking about time sheet here not personnel files.
In the USA I'd suggest that you check Code of Federal regulations and
your applicable State departments of Labor.  29 CFR 516... is a good
place to start.  BTW, unless your State/s have added to the Fed
requirement I think that you'll find that required retention period is
much less than you're suggesting.



Gary Vocks

Records Management Officer

Southern Illinois University

School of Medicine

Springfield, Illinois  USA



----- Original Message -----

From: "Lawrence Medina" <[log in to unmask]>

To: <[log in to unmask]>

Sent: Thursday, August 19, 2004 7:59 PM

Subject: Re: Retention period for time sheets





> --- Laura Boldt <[log in to unmask]> wrote:

>

> > Hello All,

> >

> > My company is finally trying to put together a

> > decent retention

> > schedule.

>

> Okay, this is a GOOD THING...

>

> > HR feels that we need to keep time sheets

> > for the period of

> > seven years after the employee leaves the company.

>

> Establishing your retention schedule based on

> "feelings" however, is NOT a good thing =)

>

>  > I realize that these

> > are also finance records and the internal auditor is

> > going along with

> > the period of seven years after the employee leaves

> > the company.

>

> Sounds like a good reason not to ask the auditor's

> opinion either =))

>

> > This

> > seems excessive to me, but records retention isn't

> > my area of expertise.

>

> That's okay... the first two folks are seemingly in

> the same boat, so you couldn't do any worse... reminds

> me of a joke we used to toss around at a former

> employer when we asked for assistance from our auditor

> or legal counsel "hey, I got it! why not spin the

> 'retention wheel'?" =^)

>

> But in all seriousness =| , you're going about his the

> right way by challenging illogical assumptions.

>

> > Does anybody have any information on this for me or

> > know where I can

> > get some information on this?  I work for an

> > engineering firm in

> > multiple states, if that matters.

>

> Yes, it does matter... and you have a couple of

> choices.  One would be to develop an organizational

> retention period and apply it across ALL locations

> (select the longest period identified, apply that

> universally) or to develop schedules that are state

> specific and apply the retention schedule specific to

> the state in which the records are generated and/or

> pertain to.  (By that I mean if someone is hired in

> Nevada to work in California, you need to apply the

> longest retention period of the two impacted states)

>

> Most states post their retention schedules on-line, or

> there are other resources available that provide

> retention schedule information for most states, and

> you can buy a subscription service that ensures they

> are updated periodically... and these (no, I won't

> name any here) are NOT INEXPENSIVE... so, unless your organization has

> a lot of money to spend on the initial purchase and subsequent

> updating of these services, you may be best off researching it on-line

> for the states you operate in.

>

> Your other option would be to hire a consultant to

> research the retention periods for you and develop a retention

> schedule, but if you elect to do that, make sure your contract

> specifically states that you own the rights to the material developed

> and that they will assume the legal responsibility for the

> information they provide you being correct and current

> as of the date it's provided... and ask for citations

> of the information sources used.

>

> Before you get to this point, you will need to have a

> record schedule that lists all of the record series

> you need retention periods for, so you may have some

> legwork to do prior to developing the schedule.

>

> As for your initial question, the rule of thumb is 6

> years after separation from service, unless you are

> doing work for a Government Agency... and in that case

> as a Federal Contractor, you may be subject to a

> retention period of 75 years after separation from

> service... and NO, I'm NOT kidding!!

>

> Best of luck to you!

>

> Larry

>

> List archives at http://lists.ufl.edu/archives/recmgmt-l.html

> Contact [log in to unmask] for assistance

>



List archives at http://lists.ufl.edu/archives/recmgmt-l.html

Contact [log in to unmask] for assistance



Note:
This message and any attachments from the law firm Arnall Golden Gregory LLP may contain CONFIDENTIAL and legally protected information.  If you are not the addressee and an intended recipient, please do not read, copy, use or disclose this communication to others; also, please notify the sender by replying to this message, and then delete it from your system.  Thank you.

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