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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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The key to complying with the FLSA lies in accurate record-keeping. How you track hours is largely up to you, but you must beware several factors that can compromise wage-and-hour compliance. Here are five key strategies to help make sure you stay on the right side of the law.
Figuring out how to effectively — and legally — manage your team's personnel records is often a daunting task. But, developing a records retention schedule will ensure that you keep the records you need for operational, legal, fiscal or historical reasons, and then destroy them when they're no longer useful.
Q. We have an employee who frequently asks to review his personnel file. How often are we required to allow an employee to review his personnel file? How often do we have to make sure it is up-to-date?
You expect workers to get to work on time. Sure, occasional problems with traffic or family issues sometimes make people late. But chronic tardiness is another thing altogether...
Disputes between co-workers and between employees and their bosses are almost inevitable—which is why every HR professional must know how to gather the necessary facts to find out what’s going on. Take some time to think about and plan your inquiry even for simple, seemingly routine issues. If the situation is complicated or raises a red flag about possible legal claims, a well-planned investigation can be critically important.

Without admitting any wrongdoing, the Ohio state government has settled a religious discrimination suit brought by three former members of the Workers’ Compensation Council. The three workers will split $55,000, plus $15,000 in attorneys’ fees after they were fired in February by Council Director Virginia McInerney.

Issue: You're responsible for securing sensitive employee information. Benefits: Privacy measures and policies protect employees from identity theft and privacy invasion. Actions: Refine your privacy policy, institute a proper ...

Test your knowledge of recent trends in employment law, comp & benefits and other HR issues with our monthly mini-quiz ...
Good news for large corporations means bad news for small business owners: Instead of going after the big fish, the IRS is spending more resources on the small fry. A new study shows that the IRS reduced the number of hours agents spent auditing large corporations by one-third since 2005 and increased the hours spent on audits of companies with assets of less than $10 million by 30%.

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?

We all make mistakes, especially when acting in haste. Unfortunately, a mistake in the employment law world can mean an expensive lawsuit. But courts are inclined to forgive employers that genuinely try to make things right. That’s why employers should fix errors and make sure they remove any potential negative effects of disciplinary actions.

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