Do’s and Don’ts of Employee Recordkeeping
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Employee Recordkeeping: Knowing which records to keep, how to store them, and for how long can spare you administrative and legal headaches. We’ll take a look at how recordkeeping works, and offer you some easy to follow do's and don'ts to guide your efforts.
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Do’s and Don’ts of Employee Recordkeeping
- 1. Do’s And Don’ts Of Employee Recordkeeping
- 2. Personnel Files Typically include: • Basic Information • Hiring Documents • Job Performance Records • Employment-Related Agreements • Compensation Information • Termination and Post- Employment Documentation
- 3. Confidential File: Stored Separately and May Include: • Forms 1-9 • Medical records and workers’ compensation claims • Federal and state leave documents • Background checks • Documentation pertaining to an employee investigation
- 4. Federal Government and Individual States Require Employee Recordkeeping Compensation and Benefits Fair Labor Standard Acts Family and Medical Leave Act Employee Retirement Income Security Act Employment Taxes Employment Matters Immigration Reform and Control Act Employee Polygraph Protection Act Occupational Safety and Health Act Equal Opportunity in Employment Americans with Disabilities Act Civil Rights Act of 1964 (Title VI) Genetic Information Non-discrimination Act Age Discrimination in Employment Act
- 5. State Recordkeeping Requirements • May differ or be more stringent than federal requirements • Employee access to personal files
- 6. Do’s and Don’t • DO establish formal recordkeeping policy in accordance with federal and state law • DO review all documents to determine wether they belong in personnel or confidential file • DO store files in secure and locked location • DON’T store confidential file in same spot as personnel file
- 7. • DO establish a timeframe for reviewing/updating/destroying documents • DON’T put them in the trash • DO determine wether you will keep hard or digital copies and have backup plan • DO identify a limited group of individuals who will have access to employee records Do’s and Don’t
- 8. Do’s and Don’t • DO define specific circumstances under which employees can access or copy files • DON’T allow employees to remove, correct or alter documents in the file • DO establish procedure for third-party requests for employee information