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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HR Law 101: In 1998, the Supreme Court issued its first ruling on an AIDS-related issue and its first major interpretation of the Americans with Disabilities Act. The justices made it clear that all persons who are HIV-positive, even though they may show no overt symptoms of the disease, are also protected under the ADA ...

HR Law 101: None of your organization’s policies can compromise your employees’ right to privacy. You can’t obtain information about workers that’s not relevant to their job duties, and there are restrictions on what information about employees you’re allowed to disseminate ...

Don't open an employee's' personal mail If you know that a letter or package sent to that person at work is personal (not business related). A recent court ruling shows that you may be opening up a legal mess along with the letter ...

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? —S.S., California

Q. What's the law on letting employees review all their personnel files? Can we prevent it? —J.S., Utah

Q. Congress just gave employers the OK to maintain I-9 records electronically. I do payroll for a church. How can we make the switch from paper to electronic? —D.K., Arkansas

Q. I keep on file each employee's application, résumé, performance evaluations and any other praise or disciplinary records. Do I need to provide my employees with access to their files? And, if so, do I have to show them everything? —S.K., New Hampshire

Q. You recently said that I-9 forms can now be stored electronically. To save on office space and filing time, our department is considering scanning and electronically filing all personnel files and documents. Is this OK? —S.S., California

Q. Our employment application states, “This application will remain active for six months.” Is this time frame advisable? How long should applications remain active? And how long should I keep completed applications? —K.S., Minnesota

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