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Compensation and Benefits Hiring and Staffing Policies and Procedures Recordkeeping		LinkExchange Member Recordkeeping Recordkeeping consists of employee data, federal regulations, and time frames. Compile only job-related information in the personnel file. Items include: Resume/Job Application Job Performance and Evaluations Salary Changes Disciplinary Actions Transfers All other items should be kept in a seperate confidential file. The information in this file is revealed on a need to know basis. Items include: Vacation, Leave Requests Pre-employment Evaluations (Subjective items) Reference Checks Medical records (Dr. releases, health insurance information, physicals, injury reports, w/c claims) Legal Actions I-9: Immigration form necessary for all applicants offered a position.. Designed to prevent the hiring of "illegal aliens". Payroll Records Recordkeeping Chart Timeframe What Documents to Keep Applicable Law 1 year Advertisements used for hiring Age Discrimination ADA Employment records, including promotions/demotions, transfers, termination, and training Title VII Age Discrimination ADA Job requests given to employment agencies Pre-employment tests (aptitude, personality, ect.) Records of legal actions/complaints Title VII Age Discrimination Rehabilitation Act ADA 2 years Earnings Records including time cards, work schedules, pay rates, and the like FLSA Equal Pay Act Actual wages paid and any additions/deductions FLSA 3 years Payroll Records FLSA Age Discrimination Equal Pay Act Title VII ADA Employment contracts and agreements Injuries and/or illnesses on the job Leave benefits and policies Employee benefits and premiums Dates/hours used of leave Medical certifications or histories of employees or family Leave disputes FMLA 5 years Summary and details of all occupational injuries/illnesses OSHA 6 years ERISA plan: employee benefit plan ERISA 30 years after termination Medical exams required by law OSHA Hazardous material exposure/monitoring Indefinite EEO-1 Reports: reports race, sex, and ethnic background by job category Title VII Executive Order 11246 ADA * In addition to the above, there may be state requirements on recordkeeping.   LinkExchange Member

Small Business HR Page by Gena Richter I hope the information featured on these pages is of help to you, but it is not intended as legal advice. If you have suggestions, questions, or comments, email me at gena@cy-net.net Contributions (links, practical solutions to common problems, articles, etc.) are welcome. © 1996-2002 Gena Richter. All Rights Reserved.