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Disclaimer: Please note that the information provided, while authoritative, is not guaranteed for accuracy and legality.The site is read by a world-wide audience and employment laws and regulations vary from state to state and country to country.Records—whether retained in hardcopy (print) or electronic format—must be retained for a period of 10 years.The changes to the federal criminal code add specific provisions making it a crime to counterfeit electronically stored documentation.
Personnel files are the main employee records utilized by the employer, the employee, and the employee's manager, in some companies.
Keeping the I-9s in a separate location will ensure that if you are selected for a Federal I-9 file review, government employees will not have access to any other records about the employee or her employment with your organization with the exception of the actual I-9 form.
These investigations are increasing each year so make certain that your employees have properly filled out I-9 forms or you can be subject to fines and potentially jail time.
Such everyday performance notes belong in the file that managers keep to track the performance, goals, and contributions of their employees. Payroll files contain a history of the employee's jobs, departments, compensation changes, garnishments, loans, and other information essential to paying an employee and keeping a copy of the employee's compensation history.
The payroll file will also contain the history of government forms such as the W-2, W-4, and social security withholding documents filled out by the employee.