Employee Records
Summary Definition: A complete file of employment-related documents and data used to manage, support, and legally protect both the employee and employer.
What is an Employee Record?
An employee record is an organized collection of information that captures key milestones and employment details throughout an employee’s lifecycle.
As a comprehensive employee personnel file, it typically includes hiring documentation, role and pay changes, performance reviews, benefits enrollment, and any disciplinary actions.
Why Do Employee Records Matter?
Government agencies, such as the Equal Employment Opportunity Commission (EEOC) and the Department of Labor (DOL), require employers to maintain specific personnel records for audits, investigations, or legal compliance. Under the Fair Labor Standards Act (FLSA), for example, employers are legally required to retain records such as hours worked, pay rates, and total earnings per period.
The EEOC, meanwhile, requires employers to maintain workplace records related to hiring, promotions, and terminations (e.g., job applications, resumes, interview notes) to support fair employment practices and prevent discrimination.
However, the general value of employment records goes far beyond meeting regulatory standards. Well-maintained workplace records support informed HR decisions, help resolve disputes, document disciplinary actions, and provide a clear paper trail in the event of legal claims or employee grievances.
Learn More: The Power of One Integrated Employee Record
How Long Do Employers Keep Employee Records?
The length of time employers must keep an employee file varies by document type and relevant laws, though many organizations follow some standard guidelines:
| Employee Record Type | How Long to Keep Employee Files | Workers Record Contents |
| Basic Employee Info & Job History | At least 3 years | Name, address, Social Security number, job titles, and employment dates |
| Payroll and Tax Records | 3 to 4 years | W-4s, pay stubs, tax filings, and wage/hour records |
| Benefit and Pension Documents | Minimum of 6 years
| Retirement plan documents, benefits enrollment, and financial reports |
| Medical and Safety Records | Varies | Workplace injury reports, medical accommodations, and exposure records |
What is the Correct Way to Dispose of Workplace Records?
When the required retention period ends, employee records should be disposed of safely and securely, as improper disposal can pose serious risks (e.g., data breaches, identity theft).
Therefore, simply deleting a digital file or tossing documents into the trash isn’t enough. Employers should use secure methods, like shredding physical documents and permanently deleting digital files from all systems, including backups.
Moreover, it’s important to keep a clear record of the disposal process to demonstrate compliance with data privacy laws and internal policies.
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