Personnel Files

How to make the leap to electronic HR records

03/01/2011

Many employers are making the leap to “paperless” HR. Digital records are easy to access and cheap to archive. But despite the many benefits of electronic records storage, a host of legal problems could derail even the best-intentioned digital records plan. Here are the issues to consider before you make the transition.

HR Professionals Week — Free HR documents

02/28/2011

In celebration of HR Professionals Week, the HR Specialist is offering you free access to an assortment of HR white papers, articles, policies and document templates. Subscribers to the HR Specialist’s Premium Plus online service have access to hundreds of valuable resources like these, plus they can receive answers to their employment law questions via our […]

How to legally make the digital leap to electronic HR records

02/09/2011

Given the low cost and the easy accessibility of electronic records storage, many employers are making the digital leap to “paperless” HR. But despite the many benefits of going paperless, a host of legal problems could derail even the best-intentioned digital records plan. Carefully consider these legal issues when transitioning to an electronic personnel records system.

I-9 issues: To copy or not to copy employee ID documents? (and 4 other I-9 problems that cause employer headaches)

02/01/2011

It is remarkable that a seemingly simple, one-page form—the Form I-9—can cause so many headaches. But who says government forms are easy, much less an immigration-related form? Here are the most common mistakes employers make in filling out the Employment Eligibility Verification form.

How long should we retain I-9 forms?

01/07/2011

Q. We’ve been keeping I-9 forms for an indefinite period. Now I hear we only have to keep them for three years for active employees and one year for terminated employees. Which is correct?

Understanding Minnesota’s personnel record requirements gives you a leg up during litigation

01/03/2011

Minnesota’s personnel record rules can cause problems for employers that don’t operate primarily in the state. For example, employers that aren’t used to the rules may not realize that employees can challenge the truthfulness of information in personnel records and then sue for defamation.

N.J. Supreme Court backs former HR exec who copied documents

12/21/2010

The New Jersey Supreme Court has handed disgruntled employees a big weapon to use against their employers. The court ruled that Joyce Quinlan was within her rights to photocopy company documents—some of which were confidential—to use in a lawsuit against Curtiss-Wright, the aerospace company where she once served as executive director of human resources.

Catch 22: The records-retention steps you must always be ready to take

12/14/2010

Employers and HR professionals hear it all the time: You must be prepared to preserve relevant documents and produce them if you are sued. You can take some preparatory steps to ensure that you can comply with inevitable litigation holds and are proficiently primed to assist your attorneys should litigation occur. This list of 22 to-do’s can guide your document and data preservation and retention procedures:

What are the rules on personnel files? An employee keeps asking for access

12/09/2010

Q. We have an employee who frequently asks to review his personnel file. How often are we required to allow an employee to review his personnel file? How often do we have to make sure it is up-to-date?

GINA’s effect on wellness programs