Last updated in Transmtal No. 31 General Records Schedule 2.1
April 2020
GENERAL RECORDS SCHEDULE 2.1: Employee Acquisition Records
Last updated in Transmittal No. 31
General Records Schedule 2.1
April 2020
022
Includes:
• case file at position's program office
• background material in Human Resources case file
• other copies of records in item 020
030
Records an agency creates and receives when reviewing a position's classification in response to a
classification appeal to the agency Human Resources function or directly to OPM, including records
of desk audits.
OPM's corresponding case file is not covered by this item.
040
Certificates a Federal agency receives from OPM, stating final decision on a position classification
appeal.
OPM's file is not covered by this item.
050
Case files an agency creates when posting and filling competitive job
vacancies. Also known as case examining, competitive examination, or merit
case files. Includes:
•
request for lists of eligible candidates
• job announcement
• examination announcement
051
•
job analysis, assessment criteria, and crediting plan
• basis for certification
•
applications, resumes, supplemental forms, other attachments
•
list of eligible candidates or applicants screened, ranking or ratings
assigned, and basis for certification
•
certificates, registers or lists of eligible candidates issued to selecting
officials
• job-related test records
•
mandatory applicant drug test records
Destroy when
position description is final,
but longer retention is
authorized if required for
business use.
Destroy 3 years
after final decision, but longer
retention is authorized if
required for business use.
Destroy 2 years
after position is abolished or
description is superseded, but
longer retention is authorized
if required for business use.
Destroy 2 years
after selection certificate is
closed or final settlement of
any associated litigation;
whichever is later.
Destroy 2 years
after termination of register.
DAA-GRS-
2014-0002-
0003
DAA-GRS-
2014-0002-
0004
DAA-GRS-
2014-0002-
0005
DAA-GRS-
2017-0011-
0001
DAA-GRS-
2017-0011-
0002
Last updated in Transmittal No. 31
General Records Schedule 2.1
April 2020
•
annotated certificates of eligible candidates returned by selecting officials
•
job offers
•
records of job offer being accepted or declined
•
correspondence/documentation of announcement or recruiting operation
5 CFR 335.103
060
Application packages for competitive positions, in USAJobs or its successors, and other systems,
whether electronic or analog. Includes:
•
application
•
resume
•
supplemental forms
•
other attachments
This item is only for copies of materials submitted to and maintained in systems that receive
job applications. Copies of these records used to fill job vacancies are covered under job vacancy
case files (Items 050 and 051).
070
Files showing the circumstances of loss, nature of the recovery action, and corrective actions when
Civil Service or job-specific test questions are erroneously made potentially available to candidates.
080
Agency copy of requests submitted to OPM for approval of non-competitive personnel action on
such matters as promotion, transfer, reinstatement, or change in status.
090
Case files related to filling job vacancies, held by hiring official and interview panel members.
Includes:
•
copies of records in the job vacancy case file (item 050 and 051)
•
notes of interviews with selected and non-selected candidates
•
reference check documentation
5 CFR 335.103, 5 CFR 300.104. According to 5 CFR 300.104, the time frame in which an appeal must
be filed may be established by each agency at its own discretion.
Destroy 1 year
after date of submission.
Destroy 5 years
after date of final report.
Destroy 1 year
after approval is granted or
denied.
Destroy 2 years
after case is closed by hire or
non-selection, expiration of
right to appeal a non
selection, or final settlement
of any associated litigation,
whichever is later.
DAA-GRS-
2014-0002-
0011
DAA-GRS-
2014-0002-
0012
DAA-GRS-
2014-0002-
0013
DAA-GRS-
2014-0002-
0008
Last updated in Transmittal No. 31
General Records Schedule 2.1
April 2020
100
Records regarding evaluation of individuals' suitability for non-career
positions by non-competitive appointment under Schedule C (as defined in 5
CFR 213.3101, 3201, 3301 and 3401). Includes:
•
applications for employment
•
resumes
101
•
individuals' background information
•
ethics pledges and waivers
•
security clearances
102
•
correspondence
•
other documentation relating to the selection, clearance, and
appointment of political appointees
Records of Schedule C Presidential Appointments (PA) and
Presidential Appointments with Senate Confirmation (PAS) are not covered by
this item and must be scheduled by the agency.
5 CFR 213.3101, 3102, 3201, 3202, 3301, 3302, 3401, 3402.
110
Records created in filling permanent or temporary job vacancies by non-
competitive appointment under Schedules A, B, or D (as defined in 5 CFR
213.3101, 3201, 3301 and 3401). Includes (as appropriate):
•
application, attachments, and supplemental forms
•
documentation of eligibility for excepted service appointment
•
proof of special qualifications
•
resume or other proof of employment, education, or relevant experience
•
proof of disability issued by a licensed medical professional
•
certification of job readiness
•
notice of appointment, terms, and acceptance
111
Any of the above records appropriate to include in the OPF may be
moved to the OPF when the agency creates it.
Destroy after DAA-GRS-
separation. Retention up to
2014-0002-
end of administration under
0014
which individual was hired is
authorized if required for
business use .
File in appointee's Official
Personnel File, per Executive
Order 13490.
Destroy 1 year DAA-GRS-
after consideration of the
2014-0002-
candidate ends. Retention up
0015
to end of administration
under which individual was
considered is authorized if
required for business use.
Destroy 5 years
DAA-GRS-
after candidate enters on
2014-0002-
duty, is no longer under
0018
consideration, or declines
offer.
Destroy 2 years DAA-GRS-
after candidate enters on
2014-0002-
duty, is no longer under
0019
Last updated in Transmittal No. 31
General Records Schedule 2.1
April 2020
5 CFR 213.3101, 3102, 3201, 3202, 3301, 3302, 3401, 3402.
120
Records an agency creates and receives that document its administration of special hiring authority
programs such as summer, student, intern, and other temporary hiring authorized by OPM.
130
Includes participant agreement, records of mentoring, documentation that employee fulfilled
educational and other requirements, and conversion to a permanent position.
140
Records created when vetting a
prospective employee between the
time a job offer is accepted and the
Included are forms in the SF-85 family, finger print
time employee enters on duty. charts, and related correspondence.
141
Such as designation of
beneficiary, life insurance
election, and health
142
benefits registration.
143
consideration, or declines
offer.
Destroy 2 years
after hiring authority closes
but longer retention is
authorized if required for
business use.
DAA-GRS-
2014-0002-
0016
Destroy 2 years
after employee is converted
to a permanent position or
leaves a program but longer
retention is authorized if
DAA-GRS-
2014-0002-
0017
required for business use.
Forward to appropriate
security office after prospec-
tive employee enters on duty,
declines appointment, or is no
longer a candidate.
Forward to appropriate
human resources office to
include in OPF after employee
enters on duty.
Destroy 1 year
after prospective employee is
no longer a candidate.
DAA-GRS-
2014-0002-
0009
Destroy after
prospective employee enters
on duty, declines
appointment, or is no longer a
candidate.
DAA-GRS-
2014-0002-
0010
Last updated in Transmittal No. 31
General Records Schedule 2.1
April 2020
171
