Personnel Record Keeping

We provide on going maintenance of employee files for our clients. We can help to cut through the confusing privacy requirements surrounding the storage of medical information, social security numbers and the growing stacks of government-required documentation. We can assist you on which files you have to keep, when you can safely throw files away, and how to avoid the fines, penalties, and overpayments that can result if your organization fails to meet federal and state agency requirements.

We can help answer any of the following questions:

  • What should be kept in the employee's personnel file and for how long?
  • How long should you keep applications, resumes, evaluations, disciplinary actions, payroll and benefits records, wage and hour records, attendance reports, I9s, and termination documents?
  • How should you go about safely destroying records in the personnel file?
  • What special protections must you provide for medical information?
  • What obligations are imposed by the ADA, the FMLA, and HIPAA and other government agencies?
  • How do the changing rules on document discovery in the digital world affect what electronic personnel records you must keep or destroy?
  • If an employee, or the employee's attorney asks to see the contents of the personnel file, should you share it? And must you do so?
  • When should employees be allowed to write and add information to their own file? If ever?
  • Which of your own company representatives should have -- or should not have -- access to employee files?
  • What personnel records and reports, if any, should supervisors be allowed to keep in their own filing systems?
  • How often should you review the files to ensure that the information is up to date and current?
  • What if a third party wants to see an employee's personnel file? When must you turn it over, and when may you not?

If you are considering outsourcing all or part of your human resource processes, contact a Cardinal Advisor at 800.342.4742. We would be happy to provide you a free consultation.

Original content ©2009 Cardinal Services, Inc