Employee Record Retention

dchr9203

[font size="1" color="#FF0000"]LAST EDITED ON 10-15-04 AT 04:27PM (CST)[/font][br][br]We're running out of room, with no hope of more space nor the purchase of a filing cabinet (indirect charge wall). Our current policy (written before I got here) has 6 year retention of employee files/records (not payroll), which I believe was intended to cover ERISA requirements of retention for SPDs, events, annual reports, etc. However, I don't understand ERISA to require that employers keep benefit enrollment forms as part of its record retention requirement. Isn't that part of the employee record? I'm looking at 1 year past employment term date for in-house storage, then additional 2 yrs outside storage(total 3 yrs for basic personnel records). I know that for stored records you have to provide within 72 hours if requested, so I'm keeping that in mind too. Anyone have knowledge of ERISA and/or what are your record retention practices?

Thanks

hhaynal

Sorry it's a mess, but just cut and pasted from our document retention webpage for HR documents.

Absence & Lateness Reports [Division Code: HR00001]
Retain three (3) years
Accident & Insurance Claims (report to Payroll from HR) [Division Code: HR00002]
Human Resources retains five (5) years
Affirmative Action Plans [Division Code: HR00003]
HO Equal Employment Opportunity retains annual file 1 year plus year to date
Alien Records [Division Code: HR00004]
Human Resources retains for 1 year after employee terminates or until certificate granted
Authorization to Release Earning Information [Division Code: HR00005]
Human Resources retains three (3) years
Beneficiary Designation Form [Division Code: HR00006]
Human Resources retains for five (5) years after death of employee
Benefit Plans and Policies [Division Code: HR00007]
Human Resources retains indefinitely
Benefits Summary Plan Descriptions [Division Code: HR00008]
Minimum of six (6) years
Complaints of Harassment or Discrimination [Division Code: HR00009]
HO Equal Employment Opportunity retains two (2) years plus year to date
Complement Reports [Division Code: HR00010]
Human Resources retains permanently
Employee Benefits Records [Division Code: HR00011]
Human Resources retains for five (5) years after employee terminates
Employee Communications [Division Code: HR00012]
Human Resources retains a minimum of six (6) years
Employment Eligibility Verification (I-9) [Division Code: HR00013]
Human Resources retains separate file for one (1) year after employee terminates employment
Employer Information Report (EEO-1) [Division Code: HR00014]
HO Equal Employment Opportunity retains two (2) years plus year to date
FMLA , Leave of Absence Records [Division Code: HR00015]
Human Resources retains three (3) years
Job Availability Records [Division Code: HR00016] -containing but not limited to job posting notices, plant posting, salaried personnel requisitions, internal applications, application for transfer or promotion, etc.
Human Resources retains three (3) years
Job Descriptions - Hourly [Division Code: HR00017]
Human Resources retains permanently
Job Evaluations - Salaried [Division Code: HR00018]
Human Resources retains current plus previous evaluation
Market (External) Position Descriptions [Division Code: HR00019]
Recruiting retains for five (5) years
Open Position Lists [Division Code: HR00020]
Recruiting retains for two (2) years
Performance Evaluations [Division Code: HR00021]
Department retains three (3) years
Personnel Files - Hires - (Master File) [Division Code: HR00022] - containing but not limited to applications for employment, employment agreement, termination/separation agreement, exit interview, change notices, work history card/visual file card, etc.
Human Resources retains permanently
Personnel Files - Non-Hires [Division Code: HR00023] - containing but not limited to applications for employment, interview appraisals, testing results, substance abuse tests, resumes with application, etc.
Human Resources retains three (3) years
Personnel File - Supervisor's Work File [Division Code: HR00024]
Department retains current plus two (2) years
Pre-Employment Testing [Division Code: HR00025]
Human Resources retains six (6) months if not hired; becomes part of personnel file if hired
Relocation Files [Division Code: HR00026]
Human Resources retains ten (10) years
Resumes - Non-Hires - Without Application [Division Code: HR00027]
Human Resources retains six (6) months
Retirement Benefits Records [Division Code: HR00028]
Human Resources retains indefinitely or until three (3) years after death of retiree or last payment to survivor
Salary/Compensation Planning Worksheets [Division Code: HR00029]
Human Resources retains five (5) years
Service Records [Division Code: HR00030]
Human Resources retains for 45 years after termination of employment
Substance Abuse Files - Hires [Division Code: HR00031] - includes random drug testing
Human Resources retains three (3) years after employee terminates
Temporary Employee Paperwork [Division Code: HR00032]
Human Resources retains for one (1) year if hired as a regular Rodel employee
Time Cards [Division Code: HR00033]
Retained by Payroll - five (5) years
Vets-100 Report [Division Code: HR00034]
HO Equal Employment Opportunity retains for the current year
Wage Rate Table/Schedule [Division Code: HR00035]
Human Resources retains three (3) years

dchr9203

Thanks!