Employing people to work for your business creates a lot of ‘paperwork’ – whether it’s hard copy or electronic. It’s important for employers to understand what to keep, how to store it, and how to destroy it when it is no longer needed.
Any information created or collected to fill a job should be retained for at least one year after the position is filled: job ads, job descriptions, resumes/applications received, interview notes, non-medical screening tests, background checks, etc.
Documents created during the hiring process and afterward should be retained as long as the employee works for your company and for at least one year after termination of employment. However, records must be retained longer if a lawsuit or legal complaint is filed.
These documents, which should be kept in an individual personnel file or folder, include:
Any documents that contain information that could be used for identity theft or that relate to an employee’s medical condition must be kept in a locked file cabinet or password-protected file. These documents include:
The company owns the personnel file and is not obligated to provide access unless required by state laws or union rules. However, many companies have a policy that allows current employees (not former employees) to review their personnel files upon request and with management supervision. This does not mean the employee can copy or remove any documents. There is no requirement to provide former employees documents from their personnel file unless there is a lawsuit and the documents are subpoenaed.
From hiring the right employees, running background checks, creating employee handbooks that include anti-harassment policies and procedures, and so much more, Next Level Solutions can work with you to provide the services that you need to run your business.