Guidelines for personal document retention

by on July 8, 2009 · 0 Comment POSTED IN: HR Info Center

Each department will have responsibilities as part of a document retention program

The human resources department will probably get the responsibility under the document retention program of keeping personnel files.

The accounting department may get the obligation of keeping the shipping and billing records. The warehouse may have the responsibility of keeping track of the bills of lading. Those are the types of responsibilities that you’re going to be assigning out.

Once you draft this document retention, storage and destruction plan, you need to obtain management approval and delegate responsibility for oversight of the program. It is very important to make sure that there’s someone responsible for checking out and making sure that the records that you need are being kept and that they’re being destroyed at the appropriate time.

Predictability of the process is core to the document retention process.
You want to know what information you’re going to be able to get and for how long you’re going to be able to have that information available to you.

Why do you want to get rid of it? Well, you know, take a look around at your office sometime. I know that in my office here, I’m drowning under a sea of paper. It’s not a very efficient way to run your business. You got space that you need to open up and there’s no use having needless documents taking up that space.

Produce the policy or manual that sets up the document retention program in writing and make sure that the policy and plan are followed. And this is where the delegation for the oversight of the plan is extremely important.

Edited remarks from the Rapid Learning Institute webinar: “Personnel Document Retention: What to Keep, How to Keep it & Why it Matters” by Matthew Gilley Esq.

Leave a Reply


Request a Free Demo

We'd love to show you how this industry-leading training system can help you develop your team. Please fill out this quick form or give us a call at 877-792-2172 to schedule your one-on-one demo with a Rapid Learning Specialist.