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Records
  
 
National Summary

There are a wide range of federal and state laws that require employers to retain employee records for a specified period of time. Federal laws with such requirements include everything from the Fair Labor Standards Act (FLSA) to Title VII of the Civil Rights Act of 1964, as amended in 1991. The records that must be kept include everything from wage and hour information, I-9 forms, and records related to job applicants. In addition to the requirements that are generally applicable, there are laws requiring employers in certain industries or occupations to maintain additional records related to their employees. Employers must be aware of requirements specific to their industry and any additional state law requirements as well.


 
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152020faqs.aspxQuestions & AnswersA former employee has requested a copy of his personnel file. Am I legally obligated to give this to him? We are located in Texas. National
152996timesavers.aspxPoliciesAccess to medical records policy (standard) National
152997timesavers.aspxPoliciesAccess to personnel files policy (standard) National
152013faqs.aspxQuestions & AnswersAn employee went to her supervisor and let her know that her name changed. What documents do I need to effect this change in H.R.? National
152033faqs.aspxQuestions & AnswersAn employee with whom we have signed a settlement and release ending all claims against us has called requesting a copy of her file. Are we compelled to provide the file info given the signed release? National
155214faqs.aspxQuestions & AnswersAre there any restrictions on who in a company can have access to payroll information, including salesmen commission statements? National
155404faqs.aspxQuestions & AnswersAre we required to have our employees re-sign I-9 and W-4 forms every year? National
153085timesavers.aspxChecklistsBulletin Board Checklist National
152998timesavers.aspxPoliciesCellular Telephone Reimbursement Policy National
152039faqs.aspxQuestions & AnswersDoes the state of Ohio have a law regarding employee rights to view their personnel file? Are they permitted to make copies or just make notes of what is in their file? National
152036faqs.aspxQuestions & AnswersDoes Workers Comp claims belong in a separate file from the employees file. I know all medical information needs to be in a separate file- Does WC belong there too? National
153084timesavers.aspxChecklistsEmployee Records Checklist National
155516timesavers.aspxFormsEmployment Eligibility Verification (I-9 Form, Rev. 08/07/09) National
159177timesavers.aspxFormsFinal EEO-1 Form, beginning 2007, Section D (SF 100) National
151676faqs.aspxQuestions & AnswersHow long are employee disciplinary reports required to be kept in the employee's personnel file? National
155289faqs.aspxQuestions & AnswersHow long do we need to retain resumes and employment applications? Are there any differences if an individual was not considered a candidate for a position and is not interviewed or hired?  National
152043faqs.aspxQuestions & AnswersHow long do you have to keep training records for terminated employees? National
152041faqs.aspxQuestions & AnswersHow long to we have to keep the records for employees who no longer work at the company? National
152015faqs.aspxQuestions & AnswersHow many years must you keep an employee's file after the date of termination? National
152017faqs.aspxQuestions & AnswersI am the human reasource manager, but everytime i need personal files, i have to go through other employees, and i am watched scrupulously until i am finished. Are there any laws against this? National
152019faqs.aspxQuestions & AnswersI need to know the the rules on keeping employee's files. National
152022faqs.aspxQuestions & AnswersIf an employee wants to review their personnel file should the company let them? Also other than human resources who has a right to look at the file? National
153539faqs.aspxQuestions & AnswersIn regard to INS regulations and the completion of form I-9, what is my responsibility concerning the authenticity of document(s) presented to me?  National
152023faqs.aspxQuestions & AnswersIs it against the law to not report new hire information to the State Directory of New Hires? Trying to figure out if GNiel is just trying to scare me into buying more forms from then. I am in New York. National
152027faqs.aspxQuestions & AnswersIs it appropriate and or legal for a president of a company to keep separate personnel files in addition to any files kept in HR? National
152026faqs.aspxQuestions & AnswersIs it legal in the state of Minnesota to charge employees (present or termed) for copies of items in his/her personel file. If so, what is an average cost that employers are charging. National
155468faqs.aspxQuestions & AnswersIs there a rule--of thumb or legal---that suggest how long applications should/need to be kept? National
152021faqs.aspxQuestions & AnswersLegally, as a federal contractor, do we have to keep resumes on file? If so, for how long? National
152031faqs.aspxQuestions & AnswersLooking for a cell phone reimbursement policy for our company. National
152030faqs.aspxQuestions & AnswersMy company has to conduct a manpower audit as part of a organisation transformation exercise can you give me some pointers on how to conduct the exercise National
152044faqs.aspxQuestions & AnswersOur company may be forced to close soon. What are the responsibilities of the HR manager? National
153496index.aspxOverviewRecords Overview National
152910timesavers.aspxFormsRequest for Days Off National
152028faqs.aspxQuestions & AnswersResume's and applications have to be kept on file for how long? National
155640faqs.aspxQuestions & AnswersThe EEOC requires a EEO-1 Report when a private employer has 100 or more employees. Is the agency referring to current employees, or would it refer to the number of W-2s the organization issues in a tax year? National
152999timesavers.aspxPoliciesTreatment of Confidential Information National
152040faqs.aspxQuestions & AnswersUTAH - How long I am required to keep an employee's personnel file? National
152037faqs.aspxQuestions & AnswersWe are sponsoring an employee who is in the United States on a work visa. There are copies of all his paperwork. Should this information be kept in the employee's personnel file or in a separate file? National
152038faqs.aspxQuestions & AnswersWe have an employee who absolutely refuses to disclose his social security number to insurance carriers. What are the legalities on this? National
152035faqs.aspxQuestions & AnswersWhat do the laws in Kentucky say about information disclosure to a teminated employee, what do we have to give him and what do we not? National