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HR Recordkeeping: Paper And Electronic Personnel Files; What To Store And What To Dump 4/7/2009
Document, document, document. That's the # 1 piece of advice many HR directors swear by to ensure compliance with workplace policies and shield their organizations from lawsuits.
In everyday practice, however, that rule generates paper ? lots of it. From applications and wage and hour records to benefits paperwork and progressive discipline paper trails, the average HR office is bursting with thousands - even millions - of pieces of paper.
Electronic recordkeeping has only made matters worse, as employers try to decipher the rules for filing and protecting e-records while figuring out what to do with the hard copies.
And, if you shred, delete, or lose the wrong file at the wrong time, you could find yourself in major legal trouble.
Join us for a hands-on audio conference on, when our expert will explain the legal dos and don'ts of collecting, storing, and disposing of paper and electronic HR files.
YOU AND YOUR COLLEAGUES WILL LEARN:
The records you must collect and maintain throughout each worker's employment history ? and how long you need to hang onto them
How to handle sensitive HR information ? such as medical records or immigration forms ? that may require special handling
The legal pros and cons of storing HR documents electronically (and the best methods for keeping these files safe and secure)
Which records you must be prepared to produce if you're hit with claims from disgruntled or terminated workers, from bias complaints to harassment lawsuits and beyond
Your obligations when employees, supervisors, attorneys, or government officials ask to see your HR files
How to train your supervisors to document correctly (and which notes or records they should be allowed to keep in their own files)
Best practices for reviewing and culling your HR files, including a timetable for how long you should retain common types of HR documents
How to determine when it's safe to scan a document and trash the paper original
The safest ways to get rid of paper and electronic HR records that you no longer need (and the questions to ask yourself before you shred or delete those records)
