Records Retention

You need record retention guidelines – from organizing personnel files and electronic records retention policies to control document management and more.

Business Management Daily provides personnel records retention guidelines, helping you to improve your hard-copy and electronic record retention.

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Q. Are we required to allow employees to inspect their personnel files? Must these files be retained at each office (rather than at a centralized location)? ...

Q. An employee we recently terminated has asked us to provide him with a letter explaining the reasons for his termination. He also has asked for a copy of his personnel file. Are we required to respond? ...
Q. Our company has operated union-free for many years. How can we best protect ourselves against future union-organizing activities? ...
Q. We’re cleaning up our personnel files and updating emergency contact information. Some employees don’t want to provide their contact information. Is it legal for us to require them to give it to us? ...
Q. If an employee who is leaving the company requests to take a copy of his or her complete personnel file, must we provide it? If so, does that include all records from the separate medical file and any confidential file? ...
There’s no point in completing performance evaluations and suggesting areas in which employees could improve if no one follows up. The best approach is to schedule an interim review for an employee who needs improvement. Then tell him what he needs to do before the next review ...
How carefully do you maintain your company’s personnel files? If they are a mess and don’t include relevant information such as applications, set aside time now to straighten them out! Courts are increasingly ordering employers being sued for discrimination to turn over any arguably related files ...
Have many of your recent promotions gone to members of one sex or some other protected category? If so, take some time now to figure out how that happened. It’s entirely possible that what at first looks like a suspicious “coincidence” that could be misconstrued as discrimination is actually completely innocent ...
Q. We fired an employee based on an eyewitness account of theft. We documented that report and put it in the former employee’s personnel file. That person has now hired an attorney and asked to see the file. We believe we have no obligation to respond. Do we have to turn it over without a subpoena? ...
Q. One of our managers keeps notes of performance issues in a file that he uses for completing performance appraisals. One person he supervises has made a written request to see her personnel file—and specifically asked for information in the manager’s file. Do we have to give the notes to the employee? ...