Properly maintaining employee records is important for a variety of reasons: records can help you to administer your company’s human resource policies with greater efficiency; they can help demonstrate compliance with government recordkeeping and reporting requirements; and they can provide documentation to drive, and even defend, human resource decisions relating to hiring, termination, discipline, compensation, and the like.
But, there is more to the employee recordkeeping process than filing some basic forms in a manila folder. Most records must be kept in a secure location, accessible only by authorized personnel, and separate from other types of employment forms. Additionally, there are a variety of employment laws that impact employer recordkeeping practices, including but not limited to:
Americans with Disabilities Act (ADA)
Fair Labor Standards Act (FLSA)
Occupational Safety and Health Act (OSH Act)
Immigration and Control Act (IRCA)
Employee Retirement Income Security Act (ERISA)
Health Insurance Portability and Accountability Act (HIPAA)
Family Medical Leave Act (FMLA).