The job of a human resources department is to oversee all aspects of employment: hiring, termination, benefits, labor laws, and more. As a result, this job requires a lot of paperwork to be filed. For each employee, records are kept of just about everything from performance to tax info.
This type of paperwork can build up over the years. When handling an employee file, it’s often hard to determine exactly which information is relevant and which is simply taking up space.
Many of these forms have been updated over time and reprinted, leaving useless, outdated information in the file. Secure document destruction is the best way to dispose of sensitive employee information, but which forms can be thrown away worry-free?
Below is a comprehensive guide to when certain documents can be bulk shredded:
- Resumes and applications for employment: one year from date of submission
- References: one year after record is made
- Pre-employment testing records: one year from date of test
- OSHA Forms: five years following the end of calendar year records cover
- Basic employee information: four years after record is made
- Payroll information: three years after record is made
- Dates of leave, as noted by the Family and Medical Leave Act (FMLA): three years after end of leave
- Record of promotion or demotion: one year after action was taken
- Form I-9: Never less than three years from date of hire. If the employee was retained longer than three years, dispose of the I-9 one year after their termination. Use which ever date is later.
- Job evaluations: two years after record is made
- Records of discrimination charges: do not dispose until final charges have been pressed
- Record of transfer: one year from transfer date
- Timekeeping entries: two years after record is made
- Records of termination: one year after termination
Failure to comply with these time frames may result in severe problems both to the HR department and the company as a whole. These files need to be kept for future reference, especially if the company or an employee comes under fire for legal reasons, such as discrimination. Failure to hold these documents will weaken a defense and come off as an intentional choice to cover up the alleged charge.
Secure document destruction solutions are important in order to keep personal employee information safe from potential misuse. In fact, 10% of people have already been victims of identity theft, often as a result of improperly disposed paperwork.
If you’ve successfully sorted through all your employee records, consider a secure document shredding service in NJ to recycle waste paper.