Guide to Maintaining Employee Records

Federal and State privacy laws require employers to follow certain guidelines for maintaining records on employees.  Gone are the days where every piece of information on an employee was filed in the “personnel file.”  The Health Insurance Portability and Accountability Act (HIPAA) is the primary driver behind these employee recordkeeping updates.

First, you should restrict access to employee information and establish a policy for whom within the company is permitted access. ASAP HR Solutions have user-access permissions that can help. If you're still using physical file storage methods to maintain employee records, you will need to review and update your processes so they are compliant with HR laws.  Whichever HR system you chose, be sure it's designed so you can limit access to your employees' sensitive records while also allowing supervisors or other qualified managers access to day-to-day employee records, such as job descriptions, pay history changes, and reviews.

Not sure where to start with reviewing and updating your employee recordkeeping polices? Check out this in-depth white paper, "Guide to Maintaining Employee Records", courtesy of Ned Frazier of Frazier International.

NOTE: This white paper was published in 2015, so some information may be out-of-date; revised information is forthcoming. In the meantime, the general guidelines for employee record organization and compliance are still helpful to reference. And, if you are an ASAP Accounting & Payroll client, you have free access to our Online HR Support Center, which has a wealth of up-to-date resources, including guidance on employee recordkeeping.

Disclaimer: This information is provided as a self-help tool and does not constitute legal or financial advice. Laws, regulations and lending products are changing daily and decisions as to whether or how to use this information and/or what actions to take are solely those of the employer. The providers of this information disclaim any and all responsibility and liability for its accuracy, completeness or fitness for your particular business purposes.