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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Say your HR office just received a subpoena for the employment records of an employee. How should you respond? Maybe your company doesn’t have a general counsel. Maybe you don’t even have an HR office—it’s just you! Then what do you do?

If you hate filing, consider this: Researchers estimate that 80 percent of the documents that the average business operation files are never used again. Feel better now? Recordkeeping policies and privacy laws may force some duplication of effort, but you can design more efficient ways to manage and store documents.

Managers, supervisors and HR professionals, beware: Courts are cracking down on employers that punish employees who serve in the military. One way is by clarifying that those who participate in hiring and firing decisions may be held personally liable for violating USERRA.

Sometimes, you don’t know how lousy an employee was until he or she is gone. That may be when you find out about missing work, or even missing money. Or you may discover that the employee was essentially dishonest. If that’s the fact, promptly document what you discovered—just in case there is a later lawsuit.

If there’s one thing all HR pros share, it’s probably a love/hate relationship with paper and paperwork. You know you need good records, but you also need to get rid of them periodically. That’s what a records-retention schedule will help you do.
The costs of employee absenteeism—reflected in lost production, overtime and temporary replacements for the absent worker—can add up quickly. What’s the best way to combat the problem? With a clear policy, careful documentation, consistent application of the policy and progressive discipline.
Q. I recently heard that same-sex domestic partners of employees are now eligible for the long-term care insurance. Is that true?

The Office of Federal Contract Compliance Programs (OFCCP) has a bigger budget and more staffing this year, and intends to audit federal government contractors or subcontractors that have 50 or more employees and a contract or subcontract of at least $50,000. And the OFCCP can be expected to increase its scrutiny on health care providers that are contractors or subcontractors for the government.

Every type of employee leave is different. Some leave requests involve difficult personal issues, while others can cause workplace morale problems. Plus, every state has different leave laws. What's worse, the costs of employee absenteeism—reflected in lost production, overtime and temporary replacements for the absent worker—can add up quickly. What's the best way to combat the problem?
Q. My company just received notice that an employee filed a discrimination charge against us with the EEOC. What happens now?
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