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EMPLOYMENT & HR RECORDS MANAGEMENT: Organizing, Storing, and Purging Your Records for Compliance
- An introduction to the proper organization of your organization’s personnel and employment records.
- The types of information and records that belong in the main personnel file.
- How you should organize the other employment files that you should be setting up for each of your employees.
- Requirements for retention of different records.
- Proper retention and destruction of electronic records.
- Requirements for proper purging and destruction of records.
Overview of the webinar
In this webinar, we will discuss how employers should maintain and organize employment records and files. The main reasons why proper record keeping is a requirement for employers are:
- It makes good business sense to have accurate information handy and organized when you want to use it.
- Most business owners and managers will eventually encounter the need to produce documentation about employee performance and work history. Having the proper records to retrieve is vital when the need presents itself.
- Some employee records are required by federal or state governments and must be kept somewhere. Organizing them by employee name makes access easy.
Many federal and state authorities have employment laws and regulations about records management training and record retention, including specific HR record-keeping requirements and document retention periods for both paper and electronic records, you definitely must know the HR record retention rules.
And because they are laws, you need to be absolutely confident that all of your employee records, personnel files, and documents - from pre-hire through termination - are legally prepared to defend you.
Who should attend?
- HR professionals
- Controllers
- Accountants
- Managers
- Business owners
Why should you attend?
Ask yourself, whether it is an OFCCP audit, an EEOC investigation, a DOL probe, or an OSHA inspection: Do you know your record retention guidelines, and are you sure you are in compliance?
Many employers tend to keep every document, note, and form concerning the employee in the employee’s personnel file – it essentially becomes a catch-all for everything. But this practice can become a serious problem for the employer.
In a worst-case scenario, the personnel file could become evidence in a lawsuit brought by a disgruntled employee. Further, much of the information that an employer has in its possession about employees is subject to privacy laws such as HIPAA, and FACTA.
Faculty - Dr.Steven G. Meilleur
Steven G. Meilleur, Ph.D., SPHR – is President, and CEO – of PRAXIS Management Solutions, LLC, a New Mexico-based management consulting firm specializing in human resources, employee relations, leadership, training & organizational development, organizational research and assessment, strategic & operational planning, and non-profit organization management and governance. Dr. Meilleur has more than 40 years of management and executive-level experience in human resources, risk management, and organizational management in the private non-profit public, and private for-profit sectors.
He is also on the faculty of the UNM School of Public Administration in the graduate program, teaching in the areas of human resource management, nonprofit organization management, leadership, dispute resolution, organizational change, and human resource development. He has spoken at numerous conferences and workshops across the country and is a published author in the areas of human resources, marketing, leadership and management development, organizational change and innovation, non-profit organization management, and board development.
Dr. Meilleur received a BA in English Literature and Education from Bucknell University, an Executive MBA from the University of New Mexico’s Anderson Graduate School of Management, and his Ph.D. in Leadership and Organizational Learning from UNM. He received his certification as a Senior Professional in Human Resources (SPHR) from the Society for Human Resource Management in 1995.
Credits
HR (General) recertification credit hours toward aPHR™, PHR®, PHRca®, SPHR®, GPHR®, PHRi™ and SPHRi™ recertification through HR Certification Institute® (HRCI®). Please make note of the activity ID number on your recertification application form. For more information about certification or recertification, please visit the HR Certification Institute website at www.hrci.org
ComplianceIQ is recognized by SHRM to offer Professional Development Credits (PDCs) for the SHRM-CPSM or SHRM-SCPSM. This program is valid for [1.5] PDCs for the SHRM-CPSM or SHRM-SCPSM. For more information about certification or recertification, please visit www.shrmcertification.org.