“I have a few boxes of old employee files in my warehouse. Is it okay to just throw them out?”
Your HR Survival Tip
The documents in employee files have a required shelf life. The length of retention is often related to the laws concerning how much time an employee or entity has to make a claim and or file a lawsuit where those documents may be needed. Even when you are no longer legally required to keep the documents, attorneys suggest you keep them for the life of the company… just to be safe. This is much easier now that we can digitize those docs. However, be sure to store the digital files on a protected drive so only authorized employees can access them.
No matter what the document may be, do not destroy anything while the employee still works for you. If your managers keep separate notes or records, ask for copies if an employee’s manager is changing or leaving. Below is a very basic list of minimum retention requirements:
Recruitment, hiring, and job placement records — 3 years or longer for any claim or litigation about your hiring practices. Payroll records, including timecards, time-off accruals, schedules, [click to read more …]