THE TRUTH ABOUT HR RECORD KEEPING

 A Message from the President

Dear Colleagues,
Summertime is here, and as the daily temperatures continue heat up, many of us find ourselves daydreaming of vacations, barbecues, and weekends by the beach, lake, or pool. I hope this season finds you able to enjoy some of that summertime fun, and making the most what seems to be a nationwide heat wave!

And speaking of heat, we’ve decided to look at one “hot” topic that many employers and HR managers are talking about lately: HR recordkeeping. State and federal laws regarding this issue continue to change, making the need for precise, comprehensive recordkeeping more important than ever. In the meantime, advances in technology make electronic record storage an ever-more enticing, economical option. When it comes to developing a policy for personnel recordkeeping, choosing practices that are both efficient and legally compliant can present a challenge. In this issue, we’ll outline some best practice suggestions and helpful hints for staying on top of the HR recordkeeping process, so you can keep your “cool” even when the paper trail heats up.

Sincerely,

Elizabeth M. Rice, SPHR

 The Paper (Or Paperless) Trail: Tips for Successful HR Recordkeeping

Recordkeeping: at best, the term is enough to make an HR Manager’s eyes glaze over. At worst, it’s the cause of some serious stress and anxiety. Tedious and time-consuming though the HR recordkeeping process might be, it’s one of those absolutely necessary evils that employers know is a critical component of maintaining security, minimizing risk, and protecting your company from lawsuits or expensive government-imposed penalties. Unfortunately, however, litigation often ends up being the first time a company’s recordkeeping process is checked. Many businesses fail to pay much attention to their record storage and disposal methods until a legal investigation or lawsuit is underway – and by then it may be too late. Worst-case-scenarios such as this can be avoided by staying informed of legal requirements and taking steps to ensure your processes are compliant.

Below are a few guidelines and suggestions for reducing the hassle and improving the legality of your HR recordkeeping policies and practices.