Volunteer Service Records Maintenance To: "Linda D Rann, Human Rsrc Mgmt Spec, Reston, VA" , "Connie L Smith, Human Resources Spec, Norcross, GA" , "Carole A Coburn, HR Management Specialist, Denver, CO" , "Sharon L Doung, Regional Program Analyst, Menlo Park, CA" , "AO - All Administrative Officers" cc: "Catherine L Hill, ACH/Operations, Reston, VA" , "C. Larry Togans, WRD Progr Suprt Officer, Reston, VA" , "Lela K Sandoval, Human Resources Asst., Reston, VA" , "Constance D Luckey, Admin. Operations Assist., Norcross, GA" , "Rudolph M Partida Jr., Human Resources Mgmt Assistant, Menlo Park, CA" , "Barbara J Gunderson, Human Res. Mgmt. Specialist, Reston, VA" Subject: volunteer service records maintenance #2183 Date: Fri, 25 Sep 1998 08:16:11 -0400 From: "Barbara J Gunderson, Human Res. Mgmt. Specialist, Reston, VA" In Reply Refer To: Mail Stop 406 MEMORANDUM To: Regional Volunteer Coordinators, NR, SR, CR, WR Administrative Officers From: Barbara J. Gunderson Division Volunteer Coordinator Subject: Volunteer Service Records Maintenance As a result of a recent audit by the Office of Personnel Management, this memorandum is to acquaint you with the policy regarding the maintenance of personal and service records for individual volunteers under the U.S. Geological Survey (USGS) Volunteer for Science Program. In 1988, the Office of Personnel Management granted the USGS an exception to FPM Supplement 296-33, subchapter 33, "documentation requirements," allowing the USGS to use Form 9-2080, Individual Volunteer Services Agreement, instead of an SF-50, to document volunteer service. Form 9-2080 is to be retained for five (5) years after the termination of volunteer service. This exception was granted subject to establishing a system to retain, for 65 years from the date of separation, all information regarding volunteer assignments and dates of service. Maintaining records for this time period is meant to insure that future employers do not erroneously conclude that a former volunteer was a Federal employee and grant improper service credit. We are asking, therefore, that volunteer coordinators take steps to maintain volunteer service data for the 65-year required period. This may be done by creating an electronic database that is secured by passwords or other protections to insure the privacy of personal data; or by maintaining secure files of Form 9-2080, beyond the five-year time limit. If you choose to create an electronic database, you should include all the information stated on the Form 9-2080, plus a record of hours worked. The Office of Personnel is designing an Internet database that will allow volunteers across the country to enter, update, and edit their own personal and service data online. It is anticipated that this system can successfully overcome any incompatibility issues, and ultimately lessen workloads for volunteer coordinators. This system will assist volunteer coordinators in improving volunteer management by: (1) providing instant responses to queries from employers, colleges, etc.; (2) allowing more timely distribution of honorary awards based on hours served; (3) giving an accurate, real-time picture of volunteer utilization; and (4) ensuring distinction between volunteer work and employment for service credit purposes. When this database is complete, all volunteer information currently stored will be incorporated and new policy guidance for the maintenance of service records will be issued. In the meantime, we request your cooperation in ensuring that volunteer records are securely maintained.