Further, record retention periods may be longer if the employer has affirmative action obligations or is required by regulatory agencies to maintain records for a longer period of time. Please note that some states have laws which govern retention periods for personnel files which differ from the EEOC regulations. Educational Institutions and State and Local Governments must retain such records for two years from the date of the making of the record or the personnel action involved, whichever occurs later, but in the case of involuntary termination of an employee, they must retain the terminated employee’s personnel or employment records for two years from the date of termination.Private employers must retain records for one year from the date of making the record or the personnel action involved, whichever occurs later, but in the case of involuntary termination of an employee, they must retain the terminated employee’s personnel or employment records for one year from the date of termination. Examples of documents include: performance evaluations attendance records disciplinary records handbook receipts requests for employment verification education certifications applications and resumes.The Equal Employment Opportunity Commission (EEOC) requires that personnel and employment records be preserved for the following periods: Personnel Records and Application Materials If your company is considering implementing a paperless human resources department, read on for legal guidelines and tips to ensure a smooth transition. Although electronic storage of personnel records is permissible under federal employment laws, employers must be mindful of the statutory rules relating to document retention periods and electronic storage systems to avoid legal pitfalls. Maintaining these documents in electronic form has obvious benefits, including ease of accessibility and storage efficiency. In today’s high-tech business environment, it is commonplace for employers to digitize personnel documents.
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