Definitions for personnel records in record retention guidelines

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

“Personnel records” under standard record retention guidelines cover a variety of documents

Record retention guidelines usually define personnel records as things like job applications, resumes, or any other form of employment inquiry, records pertaining to failure to hire. So, for example, if you decide not to hire somebody, those are still going to be personnel records even though they never became your employee.

  • Records related to promotion, demotion, transfer of your current employees are going to be personnel records under your company’s record retention guidelines.
  • Job orders to an employment agency, if you send job orders to state employment agencies, private employment agencies, what have you, those should be considered personnel records as well.
  • Aptitude or employment test papers, physical exam results, advertisings related to job openings become very important, particularly in the litigation context. Things relating to any documents or other information relating to hours of work, pay rates, wages and deductions are going to be essential to wage and hour law compliance
  • Records related to FMLA leave are becoming a very hot topic because FMLA leave is a very document-intensive part of your everyday business. Documenting FMLA leave is a very challenging part of complying with the Family and Medical Leave Act.
  • Finally, requests for reasonable accommodation or disability or some personnel records that you might come across as well should be included under your record retention guidelines

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.

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