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Ways to Improve Your

Recordkeeping: a New Year's

Resolution You Can Keep

Presented by Robin Schooling, SPHR

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About Robin

• 25 years experience in senior HR Management

• Variety of industries: health care, gaming,

manufacturing and banking

• Regular speaker at HR conferences

• Serve on advisory boards

• Founder of HR consulting firm

• Founder of blog, HR Schoolhouse

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Einstein once said…

If a cluttered desk is a sign of a

cluttered mind, of what, then, is an

empty desk a sign?

Source: Library of Congress

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Learning Objectives

• Cleaning out records

• Recordkeeping and compliance

• Improving recordkeeping systems

• Eliminating time wasters

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What to Keep, What to Toss

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Hiring Forms

• Resumes and Job Applications: 2 years*

• I-9 Forms: the later of 3 years from hire or 1 year after

employment ends

• W-4 Forms: 4 years after taxes due or paid

• Check state laws

* If any related discrimination charges are brought against your business, keep these files until a decision or resolution is reached

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Payroll Records

• W-9 Forms: 3 years from the due date of the return*

• Proof of Business Expenses: 3 years

• Payroll Records: 3 years

• Benefit Plan Records: 1 year after the plan has ended

* If backup withholding applies, W-9 forms should be kept for 4 years instead

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Personnel Files

• Records Related to Wages: 2 years

• Employment Records: 1 year*

• FMLA Paperwork: 3 years

• OSHA Records: 5 to 30 years

• Investigations or Disciplinary Actions: Until employment ends**

* If any related discrimination charges are brought against your business, keep these files until a decision or resolution is reached

** Unless collective bargaining agreements stipulate otherwise

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Destroying Employee Information

• Paper files: use secure shredding services or burn

documents

• Digital files: destroy old hard drives or run overwriting

software

• Online files: files stored in the

cloud can be easily, permanently

deleted

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Tips for Organizing Records

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Go Digital When and Where

You Can

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Go Digital When and Where You Can

• Clears up clutter

• Easier to find lost forms

• Streamlines processes

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Consistency is Key

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Consistency is Key

• Take time to find the perfect recordkeeping system

• Analyze your business’s needs

• Stick with the same system across all paperwork

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Folders and Labels

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Folders and Labels

• Store all papers in folders to protect them

• Label digital folders with accurate names

• Update labels as needed

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Security and Privacy

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What Should Stay Private?

• Americans with Disabilities Act: protect privacy of

medical information on covered employees

• HIPAA: protect privacy of all workers’ health and

medical information

• Check your state laws for other guidance

• Even without laws, protect sensitive information

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@RobinSchooling

How to Keep Employee Information Secure

• Written privacy policy in employee handbooks

• Paper files: use confidential folders, create an access

log

• Digital files: encrypt files and

require user authentication

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@RobinSchooling

Don’t Save it for Later

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Don’t Save it for Later

• It’s quicker to handle things immediately than to sift

through heaps of paperwork

• Schedule time at the end of every day for

recordkeeping tasks

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Final Notes

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@RobinSchooling

Final Notes • Review time limits on keeping paperwork

• Destroy old documents thoroughly

• Go digital if you can

• Create a recordkeeping system that meets your business’s needs and stick with it across all records

• Do what you can as soon as you can

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@RobinSchooling

Thank you! Questions?

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Join us Next Month

Motivating Disengaged

Employees

February 11, 2015

Presented by Lisa Perez, SPHR