When it comes to HR records, knowing what to keep and what to shred or delete can be a conundrum. The importance of keeping certain records can’t be overstated, especially in cases where an employee might be bringing a legal action against the employer. But, in many cases, it’s also just as important to shred or delete records.
Storing HR records electronically is eco-friendly, saves on space, and provides easy access generally. But, there are many challenges that come with electronic storage and/or moving your HR records to the cloud.
Employers must follow the Department of Labor guidelines for electronic storage of documents governed by the Employee Retirement Income Security Act (ERISA). And, the security issues involved in storing important documents in the cloud may cause anxiety, especially when every day there are news stories involving breaches and hacking of electronic data.
Join us on October 2 for a rebroadcast of a widely popular webinar featuring live Q&A on the ins and outs of legal issues surrounding HR recordkeeping—both paper and digital. You’ll learn what types of HR records you’re dealing with, what you should and shouldn’t keep, your legal obligations, and what to do if federal or state agencies come knocking.
- Which documents and records you must keep on file, and for how long under federal law
- When state law mandates stricter recordkeeping requirements that supersede federal requirements
- Why keeping everything is almost as dangerous as keeping nothing
- What exactly constitutes an e-record, including examples of digital data such as computer log-on/off times, Outlook calendars, notes and to-do lists, emails, and more
- How to comply with applicable federal electronic recordkeeping laws to ensure proper collection, storage, and deletion of records
- How to conquer logistical challenges of going paperless by following a series of best practice steps
- How to determine if your existing document creation, storage, retention, and destruction policies are up-to-date
- When and how to shred hard copies or destroy electronic documents, particularly those stored on your server or on the cloud—such as for terminated employees
- When your legal duty to preserve records is triggered, and what technology you may need to sift through when that duty arises
- What records you should keep even though you are not required to
- And much more!
YOUR EXPERT INSTRUCTOR
Jennifer P. Suberlak, Esq.
Jennifer P. Suberlak is an associate with Pettit Kohn Ingrassia Lutz & Dolin. Her practice focuses on employment and labor counseling and litigation. Jennifer helps employers manage the day-to-day issues arising in the employment context, craft and implement policies and procedures to ensure compliance, and navigate the litigation process. Jennifer also provides harassment prevention training for California employers.
This program has been pre-approved for 1.5 hours of general recertification credit toward PHR and SPHR recertification. For more information about certification or recertification, please visit the HR Certification Institute website at www.hrci.org.
Business & Legal Resources (BLR) is recognized by SHRM to offer Professional Development Credits (PDCs) for the SHRM-CP or SHRM-SCP. This program is valid for 1.5 PDCs for the SHRM-CP or SHRM-SCP. For more information about certification or recertification, please visit the SHRM Certification website at www.shrm.org/certification.