Yes Larry the retention in most cases means really that you're not simply
maintaining "long term" records, but virtually "permanent" records.
Here in Florida the retention for Personnel records of public agencies
depends upon whether the employee is in the "Florida Retirement System" or
"non Florida Retirement System." The former is 25 years after
separation/termination and the latter is 50 years after
separation/termination. For temps, volunteer, interns, etc. it's only 3
fiscal years. So, alot of files are going to be maintained for a very long
time and that's what we're grappling with here...like everyone else. My
good sense tells me that if we're "trusting" all of our other long term,
valuable and necessary information to electronic systems only....and most
organizations seem to be doing that these days...then why be retaining all
of these personnel records in hardcopy? And that's a good question as well
considering the advantages of automation with an effective workflow process
where not only do you get the foremost advantage of automating the complete
HR/employee process, but as well a long term solution to inactive employee
file retention.
So, who else can tell me about what is going on with HR employee files at
your organization? Come on folks. I want to be able to help our HR team
here get a good idea of what's going on across the spectrum with this issue.
Thanks again to all who have responded thus far.
Gus Harris
Records Manager
The Univ. of West FL
Pensacola, FL
[log in to unmask]
On Fri, Aug 30, 2013 at 10:02 AM, Larry Medina <[log in to unmask]>wrote:
> Gus-
>
> Big difference is retention periods- and that impacts how they're handled
> in some cases.
>
> For example, ours must be retained for 75 years after separation, which
> means a 35 year employee's records are kept a total of 105 years.
>
> Our scanned copies are for 'reference and convenience use only' , the
> official personnel files are retained in hard copy form in a secure,
> controlled access vault with fire, heat and humidity protection.
>
> Larry
> [log in to unmask]
>
>
> On Fri, Aug 30, 2013 at 5:55 AM, Gus Harris <[log in to unmask]> wrote:
>
> >
> > Can some of you, especially those at colleges and universities, share
> with
> > me what kind of file management software for scanning/workflow you all
> are
> > using to manage your active personnel files...and that works for longterm
> > retention of your inactive personnel files?
> >
> > Thank you in advance for any information you may provide!
> >
> > Gus Harris
> >
>
>
> --
> *Lawrence J. Medina
> Danville, CA
> RIM Professional since 1972*
>
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