Are You In Compliance With State & Federal Requirements For HR RecordKeeping, Record Retention, And Records Management Training?

Records management training may be considered mundane, but because many federal and state authorities have employment laws and regulations about records management training and record retention, including specific HR record keeping requirements and document retention periods for both paper and electronic records, you definitely must know the HR record retention rules.

And because they are laws, you need to be absolutely confident that all of your employee records, personnel files, and documents - from pre-hire through termination - are legally prepared to defend you.

So ask yourself, whether it is an OFCCP audit, an EEOC investigation, a DOL probe, or an OSHA inspection: Do you know your record retention guidelines, and are you sure you are in compliance?

Typical HR Recordkeeping, Record Retention, And Records Management Training Questions

• The record retention guidelines and requirements for job applications, resumes, job descriptions, disciplinary letters, attendance records, leave requests, medical-related data, employment agreements, payroll records, salary information, benefits information, and more
  
• Electronic storage requirements: how they differ from paper storage
  
• Which documents you should maintain in separate files
  
• How to handle medical records, and who should - and should not - have access to those files
  
• What to do when an employee (or lawyer) asks to review their personnel file
  
• Best practices for safely destroying records
  
• What does the ADA require for medical files
  
• How to create policies and procedures for maintaining electronic documents
  
• What are the requirements for completing workplace safety and health records
  
• When do employees have the right to inspect their personnel files
  
• What documentation needs to be kept for terminated employees
  
• Do you have to keep every unsolicited application for employment, and for how long?
  
• What should you do with COBRA records after the covered period has ended?
  
• How long do you have to keep an FMLA medical record?
  
• What steps should you be taking to protect your organization from potential legal liability due to identity theft?

Learn the answers to your critical HR record keeping requirements and document retention questions about retaining and disposing of personnel records with our HR Recordkeeping & Document Retention training for both paper and electronic records management training.

Common Mistakes With HR Recordkeeping

The following show a couple common HR recordkeeping mistakes:

For How Long Should I Keep Employee Personnel Files?

The Equal Employment Opportunity Commission says employers should keep all employment records for at least one year from the employee's date of termination. The federal age-bias law requires that you retain payroll records for three years.

For How Long Should I Keep Employee Medical Records

Keep Medical (including FMLA, ADA, and Workers' Comp) records for up to three years.

For How Long Should I Keep I-9 forms?

Employers should retain original I-9 forms for three years after the date of hire, or one year after the date employment ends, whichever is later.

Do Medical, I-9, Or Other Forms Need To Be Kept Separate From Personnel Files?

Medical and I-9 forms should be kept separately from personnel files. For instance, according to the U.S. Citizenship and Immigration Services (USCIS) retention requirements: "I-9 forms should be retained for three years after the date of hire, or one year after the date employment ends, whichever is later".

Other common HR recordkeeping mistakes are the result of non-compliance with federal or state regulations such as for FMLA, COBRA, and payroll, poor documentation of performance reviews and disciplinary actions, overlooking confidentiality concerns, and inaccurate timekeeping

Recommended HR Recordkeeping, Record Retention, And Records Management Training Courses

To find HR records management training, recordkeeping requirements, document retention training, recordkeeping & document retention policies, and recordkeeping & document retention best practices, either click one of the Recommended Courses below, or select "Recordkeeping / Document Retention" from the search box below.