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. 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 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? ...

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? ...

An Ohio Office of Management and Budget intern was fired, and a manager has resigned after someone broke into the intern’s car and stole a computer disc containing sensitive state payroll and accounting information ...

You probably heard about last month’s big $11.6 million sexual harassment verdict against former basketball star and New York Knicks coach Isiah Thomas. The bad news: Your employees heard about it, too … and it planted a seed in their minds. Will they see your organization’s pockets as the path to a similar windfall? ...

Michigan employees are entitled to look at their personnel files, and the Michigan Employee Right to Know Act sets out the procedure and penalties for employers that don’t allow access. Employees can sue for attorneys’ fees if their employers refuse access, provided they follow the rules. As the following case shows, courts take that requirement literally ...

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