Let me start off this blog by being brutally honest with you, employee record keeping stinks. To comply with all the rules and regulations, not only do you need to educate yourself on all the federal laws, but each state also has unique regulations that must be followed as well. Talk about a headache. Luckily, there are companies out there dedicated to managing employee relations to help companies stay compliant, one of those being The Project Pros.
Managing employee records is one of the most common responsibilities we take on when starting employee on-boarding with a company. Failing to retain certain forms as well as not disposing others can lead to lengthy and expensive lawsuits.
The way to ensure that compliance is being followed, is to make sure there is a records policy. The following 7 categories are areas that must be covered in a records policy:
Definition of “record”
Identify a retention schedule
Limiting access to only those with a business need
Designated areas for record retention and maintenance
Ensure that record storage area is secured, whether it is in a physical location or an electronic one.
Identify how and when documents will be destroyed and finally
Periodically audit the retention rules to ensure they are being followed correctly and are up to date.
Most Common Q & A’s
The following paragraph will outline 3 of the most common questions we receive related to employee record keeping:
1. How do I manage a disabled employee’s medical forms?
The American with Disabilities Act requires that employee medical records for disabled individuals be kept separate and confidential from the rest of their paperwork.
2. Do I file an employee’s immigration forms in their file?
No, all I-9 forms or paperwork that confirms a person’s eligibility to work in The United States of America should be filed separately. They would need to be accessed if the government decided to do an audit on your business.
3. What are the proper ways to destroy documents?
There are 3 ways that The Federal Trade Commission (FTC) advises when destroying documents. The first is to shred the paper so the document cannot be reconstructed. The second method is to incinerate the document. The last method is to hire a certified contractor certified in document destruction.
Save Time and Money!
Managing employee-related tasks can take time and experience, which is something we can provide here at The Project Pros. Save your time and money (and the headache) of having to make sure your staying in compliance, keeping track of paperwork, and knowing all the laws/guidelines you need to follow. We are here to help!