Frequently Asked Questions about GRS 2.3, Employee Relations Records
Updated: April 2024
1. The instruction for item 060 says "Destroy no sooner than 4 years but no later than 7 years after case is closed.” How does my agency use this instruction?
The Office of Personnel Management expects agencies to choose to keep all instances of these records between 4 and 7 years. Agencies should include their chosen retention in their official records management documents.
For example, you determine that 5 years meets the agency’s business needs. You would apply that 5 year retention to all records under item 060. You would update your records management policies to reflect this retention.
Please note that you may only choose to keep the records within the 4-7 year period. The GRS does not allow for longer or shorter retention. A longer or shorter retention would need an agency-specific schedule.
2. Item 060, covers records of grievances filed by non-union employees. Does the GRS address similar records for employees covered by a bargaining unit?
Yes. This item covers grievance actions filed by any eligible employee, union or non-union. The example only reflects one possible scenario.
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