Employee Recordkeeping Instructions

EMPLOYEE RECORDKEEPING INSTRUCTIONS

Purpose: These instructions set forth mandatory procedures for the creation, maintenance, retention, security, access, and disposition of employment-related records. All personnel with custody or control of employee information must follow the retention schedule and confidentiality controls herein.

Personal Information

Position Information

Start date:    Salary (annual):

Employment History (most recent two employers)

Title:    Dates: From to

Title:    Dates: From to

Education

References

Phone:    Email:    Relationship:

Phone:    Email:    Relationship:

Phone:    Email:    Relationship:

Record Categories and Retention Schedule

The following minimum retention periods apply to records created in the course of employment administration. If longer retention is required by contract, legal action, or other legal obligation, the longer period controls.

• Employment applications and interview notes — Retain for at least 2 years from the date of decision. Custodian:

• Personnel and payroll records (including payroll registers, paystubs, timecards) — Retain for at least 7 years after termination. Custodian:

• Employment eligibility verification (I-9) — Retain for 3 years after hire or 1 year after termination, whichever is later. Custodian:

• Medical and disability accommodation records — Maintain separately from personnel file; retain at least 7 years after termination. Custodian:

• Background checks & reference checks — Retain for at least 3 years unless a longer period applies. Custodian:

• Performance evaluations, disciplinary actions, termination records — Retain at least 7 years. Custodian:

Storage, Security, and Access

All records must be stored in controlled locations. Select storage methods used for this employee's records:

Electronic personnel system (secure server, encrypted)
Hard-copy personnel file (locked cabinet)
Off-site records storage (documented chain of custody)

Disposition and Destruction

Records may only be destroyed in accordance with the schedule above and after verification that no pending litigation, claims, audits, or contractual obligations require extended retention. Destruction must be performed by secure means appropriate to the record type (secure shredding for paper; secure deletion and documented overwrite for electronic media).

Authorized for destruction after retention period expires:    Authorization signer:

Access, Disclosure, and Audit

Access to personnel records is limited to individuals with a legitimate business need. All disclosures must be logged, including recipient, date, and legal basis. Routine audits of recordkeeping compliance will be conducted at minimum on an annual basis.

Legal Disclosures and Statements

At-Will Employment Statement: Nothing in these recordkeeping instructions constitutes a promise of continued employment. Employment is at-will and may be terminated by either party at any time, with or without cause or notice, except where modified by a written agreement signed by authorized management and the employee.

Equal Opportunity Statement: The organization maintains a policy of equal opportunity and prohibits discrimination and harassment on any protected characteristic. Records reflecting complaints, investigations, or corrective action will be retained consistent with confidentiality and applicable law.

Authorization and Certification

I certify that the information provided on this form is true and complete to the best of my knowledge. I authorize the organization to create and maintain records as described above and to contact prior employers and references for verification as part of normal recordkeeping and audit.

Authorization to contact previous employers and conduct background checks:

Record Inventory (to be completed by HR)

Questions regarding interpretation of these instructions should be submitted in writing to the records custodian identified above. Noncompliance with these procedures may result in disciplinary action.

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