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Look for HR records in various places besides HR: off-site storage, offsite servers/ cloud systems, the desks of front-line supervisors, etc.  

Track down all your records and evaluate if they are secured from improper access; immediately correct any problems.  

Purge documents that are past retention date and/or have no real business value.  

Use Employers Council’s Federal Record Retention Guide to identify what records to keep, why, and for how long.  

Recordkeeping practices may not evolve with changes in the law or organizational needs. Use our Recordkeeping Checklist to evaluate your practices.   

New staff who touch your HR records may not understand the risks of poor HR recordkeeping hygiene. Register them for our class Recordkeeping for Human Resources. 

Although not required, an HR recordkeeping policy is a best practice to assign accountability, define roles, and sustain effective practices; our policy checklist will help.  

Use our Employee File Management whitepaper to identify operational and related compliance considerations.  

Form I-9s can be problematic and are a target for audits; review Auditing Form I-9s for guidance to mitigate risks. Our professional services can audit your Form I-9s.  

Payroll practices and wage and hour issues are prone to employee complaints that lead to investigation by government agencies. Proper payroll documentation and processing are essential, and these resources can help: employee classification, calculating overtime, and, for Colorado, pay equity. For extra support, we offer payroll services and classes on payroll and wage and hour compliance. 

Digital records are increasingly at risk of breaches that may lead to identity theft and harmful impacts on employee morale and community reputation. Employers must understand their document disposal responsibilities as outlined in this whitepaper.  In addition, evaluate your vendors’ ability to protect digital HR records; consult our HR and cybersecurity guidance. Document all efforts taken to protect employees’ private information.