Q We keep copies of our employees’ licenses, certifications and continuing-education certificates. When an employee leaves or is terminated, do we have to hold on to those copies? Or can we send them to the employees instead of storing them?
A You have several good reasons to retain copies of employees’ licenses and certifications. The most important reason is to minimize your exposure to claims for negligent supervision and/or malpractice. That liability concern doesn’t disappear immediately upon the termination of the employment relationship. As such, I strongly suggest you continue to retain licenses and certifications, along with the other personnel file documents after the termination of the employment relationship.