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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A worker walks into your HR office and makes allegations of harassment and a hostile work environment under the New Jersey Law Against Discrimination. You check the personnel file and realize that she actually is an independent contractor who provides services to your company. You’re off the hook, right? Not necessarily, according to the New Jersey Appellate Division ...

Q. When making demotion decisions—especially those involving employees in protected classes—what factors should an employer take into consideration to avoid legal backlash? ...

The following sample policy was excerpted from The Book of Company Policies, published by HR Specialist, © 2007. Edit for your organization’s purposes. _____________________________ Purpose: “All employees have the right to work in an environment free from physical violence, threats and intimidation. The Company’s position is that violence is a form of serious misconduct that [...]

Q. Am I required by law to give my employees copies of documents contained in their personnel files? ...

Q. If a Texas-based company has divisions in several other states, does the Texas law allowing employers to deny employees a look at their personnel files still apply? ...

Q. We’re drowning in paper and would like to go paperless. Can we create strictly electronic personnel and payroll records? — T.P., Indiana ...

If you want to avoid airing your organization’s dirty laundry in public, take note: Before you turn over a copy of an employee’s personnel record, go through the file carefully. Remove any correspondence between the HR office and your attorney. It is technically privileged communication ...

Q. We have an exempt employee who is consistently late a few times a week, arriving anywhere from a few minutes to a couple of hours late. Can we discipline him for being consistently late? In addition, can we require him to work at set times—for example from 9 am to 5 pm? ...

Q. We have several supervisors who insist on keeping their own private files on employees in their departments, especially to record absences and comp days. Is this legal? ...

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