Hi Graham:
According to HIPAA and ERISA which are federal legislative acts that
spells out record retention as well as using NARA and State of Alaska's
general schedule; it is agreed upon our HR Manager to have the following
in separate folders with color coded labels:
All health related records i.e. drug testing, L&I medical reports,
medical benefits, etc. are in a folder by last name using green labels
with permanent retention if active employee. Inactive, the folder is
purged according to retention schedule and medical benefits, L&I
reports, are kept permanent.
All pension records i.e. sign-up sheets, loans, anything to do with
401K's and benefits are kept in another folder by last name using blue
label with permanent retention if active and inactive.
All personnel records i.e. training, timesheets, leave requests,
resumes, job applications, contracts, etc. are kept in another folder by
last name using red labels are kept permanent retention if active and
inactive.
Check out your state's records retention and NARA's records management
website.
Linda
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Graham Kitchen
Sent: Tuesday, February 21, 2006 1:48 PM
To: [log in to unmask]
Subject: [RM] Personnel Files
My Human Resources area is having a discussion as to what records should
be included in a personnel file and what should be kept somewhere else.
Are there members of the Listserv that have specific documents collected
to the Personnel file and the reason why.......what should be retained
in other files and why?
Graham Kitchen
Corporate Records Manager
Unified Western Grocers
5200 Sheila Street
Commerce, CA 90040
Office Phone: (323) 264-5200 ext. 4560
Cell Phone: (323) 243-1865
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