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Personnel Files

Immigration: Know Your ‘Border Guard’ Responsibilities


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


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


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


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?


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?


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


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

When Supervisors Keep ‘Unofficial’ Personnel Files


Some of our managers keep personnel files that they don’t share with HR. Basically, these are “journals” about their employees. Is that OK, or should everything be kept in a centralized personnel file?

Immigration reform: States pick up ball U.S. Senate dropped


When the U.S. Senate failed to pass comprehensive immigration-reform legislation last month, the problem didn’t go away. Now states are stepping in to craft local solutions to problems related to undocumented immigrants. Employers are likely to bear the enforcement burden.

The new EEO-1 form: Prepare for big changes


Many employers need to file the EEOC’s annual EEO-1 report by September 30. Get ready for big changes, as the form has been significantly revised for the first time in 40 years.