Personnel Record Keeping

Human resource records provide basic information to make management and employment related decisions, document employment actions, can be effective as recall devices for managers and employees, and are invaluable in defending against employee charges and lawsuits.

There is often confusion concerning what should be in which files, legal requirements for record keeping and retention, and file access. No wonder - there are a myriad of federal and state laws that speak to record keeping and retention requirements. Some of the requirements apply to most employers, while government contractors and subcontractors often face additional requirements.

Generally speaking, specific requirements apply to:

• Federal Tax and Compensation Records (payroll files)
• Employment Actions (employee files , applications and resumes)
• Benefits, Health and Safety (includes workers compensation, drug testing, medical and other personal information)
• Immigration and Control (I-9 forms)

If you have questions about any of the following, we can help:

• What stays in which file and for how long?
• How should you go about safely destroying records?
• Who should have access to which files?
• What if an employee or the employee's attorney wants to see the contents of the personnel file?
• What records and reports, if any, should supervisors be allowed to keep in their own filing systems?

We can audit your files, set up and monitor the files, or answer your questions and provide guidelines regarding what records must be kept and the required or suggested retention period for those records. Related services include coaching or training supervisors and managers in effective documentation.

If you are considering outsourcing all or part of your human resource processes, contact an advisor at 541.389.2141 or 800.541.5937. We would be happy to provide you a free consultation.

We also offer on-going support agreements to our clients. For more information, check out our Support Agreement page.