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Personnel Files

Employee access to personnel files

09/01/2007

Q. Who has the right to view personnel files? …

Do you destroy hiring documents? Track process anyway

09/01/2007

Nothing generates paper like the hiring process, especially if it involves multiple interviews and committee meetings. What do you do with all that paper? If you destroy it, be prepared to show you do so routinely. Otherwise, a jury or judge may view the destruction as evidence you have something to hide …

Want the job? Giving your Social Security number is mandatory

08/01/2007

No doubt you’ve read recent accounts about the prevalence of identity theft and the use of Social Security numbers to obtain fraudulent credit cards and other documents. But the rise in such crimes does not excuse employees from giving their Social Security numbers to employers …

Immigration: Know Your ‘Border Guard’ Responsibilities

08/01/2007

Immigration reform was a hot topic in Washington during the first half of 2007, but Congress ultimately failed to pass legislation to tighten enforcement of decades-old laws that regulate which foreign-born workers are eligible to work in the United States. Fairly or not, look for employers and the HR functions to bear much of the enforcement responsibilities. Your best bet: Make sure you document employees’ eligibility to work by thoroughly completing and maintaining up-to-date I-9 forms …

Back seat of the car makes a poor backup plan

08/01/2007

It’s still the safest place for small children in a car, but the back seat may not be the best place to stow your company’s backup data …

Personnel records versus investigation records

07/20/2007

Q One of our employees has just filed a complaint with the company claiming that she has been sexually harassed. We are concerned that if we discipline the alleged harasser based on our findings and note this incident in his personnel file, he may demand to inspect our investigation records. May we avoid this by maintaining a separate investigation file?

Keep Copies Of Employee Licenses, Certifications

07/19/2007

We keep copies of our employees’ licenses, certifications and continuing-education certificates. When an employee leaves or is terminated, do we have to hold on to those copies?

Can We Retain Old Time Sheets Electronically?

07/19/2007

It’s a nightmare to keep paper copies of all our employees’ time sheets. I can scan them and save them in electronic format. Can I throw out the paper copies after I scan them in?

Where To Store Drug-Test Paperwork?

07/19/2007

We drug test regularly. Do I have to put the test results in a separate confidential file …

The Legal Risk Of Keeping Records Off Site

07/19/2007

We store most of our records off site. Are there any consequences of keeping them there?