The HR Record Retention Guide Template provides a guide to the typical business life of various documents. Maintain all files for as long as is necessary but only to the extent they serve a useful purpose or satisfy business or legal requirements. The retention periods provided in ADM101-2 HR RECORD RETENTION PERIODS are suggested with federal requirements in mind. Be sure to check with local and state authorities for specific record retention requirements.
Copies of critical records that are vital to the daily operations of the company should be kept off site in case of possible disasters. This may include information needed to file insurance claims (insurance contacts, policy numbers), financial data for tax purposes (wages paid, income, and expenses), and contacts lists to restart the business (vendors, customers, investors, and employees).
Three to six months after each year-end, the file manager should proceed with destruction of all files that have exceeded their recognized holding period in accordance with the HR Record Retention Guide Template. A listing of file categories to be destroyed should be circulated to all managers thirty days before destruction for review and comment. The actual listing of records destroyed will be maintained permanently for future reference.
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