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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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Advances in medical research have resulted in the early detection and treatment of illnesses. One of the most significant advancements is testing that can identify genetic differences that could increase an individual’s chance of developing a particular disease. But there’s a downside to such progress ...

Sometimes, it seems employees and their lawyers can take even the most innocent event or evidence and find a way to twist it into a discrimination case. That’s why it’s important for employers to have solid reasons for all decisions. You never know when someone is going to second-guess you ...

Government employees who want to sue because they believe their right to due process has been denied must prove they belong to an identifiable class, such as one based on race or sex. The 10th Circuit Court of Appeals has ruled they cannot simply claim they were singled out by their government employer for poor treatment ...

Three former employees of Metaldyne Corp. in Plymouth have pleaded guilty to plotting to steal trade secrets and sell them to industry competitor Chongqing Huafu Industry Co. of Chongqing, China ...

An ill-worded e-mail, unlike a phone conversation, can come back to haunt you. Deleting e-mail doesn’t mean it’s gone forever, or that a recipient hasn’t saved, printed or forwarded it. Plus, there are plenty of computer experts out there who can recreate or retrieve deleted e-mail messages. The best policy is to assume that whatever is in an e-mail can be used against you in a court of law ...

Sometimes, it seems employees and their lawyers can take even the most benign evidence and find a way to twist it into a discrimination case — even something as innocent as including photographs of applicants and employees in personnel files.

No one likes to think about layoffs. The best way to survive a layoff, though, is to prepare and protect yourself ahead of time.
All companies have a large investment—time and money—in their human capital. A company would never hesitate to fix a machine, repair a plant or improve a work site, so why not treat human assets the same way? The key to correcting performance problems is a collaborative effort between a supervisor and an employee. It’s not the responsibility of the HR department ...
Q. We have a supervisor who does annual review meetings with his employees, but doesn’t give them a printed copy. He told our HR department that he keeps the reviews at home and doesn’t want to give us copies. Must we retain copies in our official employee file? — A.R., Minnesota ...

A comprehensive document management system can help your business boost productivity, improve the bottom line and stay out of legal trouble. Here are three ways to organize files for easy retrieval, establish a record retention schedule and tame your wild email inbox.

Q. A former supervisor is the subject of an ongoing sexual harassment and retaliation investigation. He is asking to view his personnel records. The records contain the details of the retaliation complaint. Does he have the right to review his own personnel file? ...

Q. I have heard that under Illinois law, our company must notify an employee if we receive a request from a third-party to review that employee’s personnel records. Is that true? ...
Q. How long should I keep employment-related records, such as wage information and personnel files? ...
Last fall, two black employees of Indiana University-Purdue University Indianapolis (IUPUI) objected when they spotted janitor Keith Sampson reading Notre Dame vs. the Klan: How the Fighting Irish Defeated the Ku Klux Klan in a campus break room. The cover of the book features white-robed Klansmen and burning crosses ...

Q. Are we required to allow employees to inspect their personnel files? Must these files be retained at each office (rather than at a centralized location)? ...

Q. An employee we recently terminated has asked us to provide him with a letter explaining the reasons for his termination. He also has asked for a copy of his personnel file. Are we required to respond? ...
Q. Our company has operated union-free for many years. How can we best protect ourselves against future union-organizing activities? ...
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? ...
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