Douglas County PRB denies disciplinary-records change after legal counsel cites OCGA 50-18

The Douglas County Personnel Review Board voted unanimously to deny proposed language that would have allowed removal or alteration of disciplinary records, after county legal counsel advised that Georgia law treats personnel records as public.

Daniel Nichols, the county’s managing director of general services and HR director, told the board the county attorney’s guidance was clear: under Georgia law, personnel records are public records and, without an approved records retention schedule authorizing removal, disciplinary records "may not be removed, altered, or destroyed unless authorized by an approved records retention schedule pursuant to OCGA 50-18." He presented the legal guidance as the reason the earlier PRB approval — which had been contingent on legal review — needed reconsideration.

Chair Edwin Daniel moved to deny the requested records-change language in section 13-100 (disciplinary action). During discussion, a member of the public/employee argued the county should seek a second legal opinion and allow removal of incorrect or reversed entries, saying long-past disciplinary records can continue to penalize employees. The employee described past incidents remaining in files as a continuing burden and urged the board not to approve a blanket retention policy.

After discussion, the board voted by voice to deny the proposed records-change language; the board characterized the vote as unanimous. No changes to the county code on records removal were approved at the meeting. Chair Daniel closed the meeting and encouraged greater employee engagement with the merit system process.