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Start the new year with new system for employee records

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in Centerpiece,HR Management,Human Resources,Office Management,Records Retention

by Gail Bisbee

The next time you start to slide a document about an em­­ployee into an overstuffed folder, ask yourself: Do I need to create a new file? It’s not because the folder is filled to the gills. It’s because federal and state laws require businesses to keep separate files for a variety of employee records.

Too many HR files consist of fat folders organized just as they always have been: one per employee, with the most recent documentation at the front and every other piece of paper relating to that employee from day one behind it.

New year, new system

Make a fresh start in 2012 by creating a new employee record-keeping system. Whether you’re going to stick with paper files, create computer-based folders or go high-tech and store your records in the cloud, you need to create at least four separate sets of records for each employee:

•    A personnel file that outlines basic information: name, address, phone number, e...(register to read more)

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Larry January 12, 2012 at 10:46 am

In the article you state:
“It’s because federal and state laws require businesses to keep separate files for a variety of employee records.” and “Separating and maintaining employees’ files helps ensure that you’re in compliance with federal regulations…”

Can you provide citations of the laws that require the separation of data as outlined in the article? Personnel, Payroll, Medical (including life insurance) and I-9?

I understand this the stated information may be a desired practice, but I’m unaware of any requirement to separate this information (except the I-9) as long as ALL information is protected to the highest level of any requirement, which is likely associated with HIPAA or PII.


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