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Jan28

Where to store our HR files

HR Management
Confidential Employee Folder
Confidential Employee Medical Folder
Job File Worksheet Folder
Daily EEO Applicant Flow Log
Workplace Information Sheets
Request to Inspect Personnel Files

We are a small business and recently purchased an out of state apartment community. Are we required to keep all HR files here in our main office-including originals? Or should these files stay on site and we simply receive copies?

This is a matter of company policy, not employment law. Most companies would probably keep the original documents on site, and keep copies at the corporate office. However, it is legal either way. It is very common for the corporate office to receive emailed, scanned or faxed copies of origional documents — and entirely acceptable. Even the Department of Homeland Security permits employers to keep digital copies of I-9 forms.

Be aware that even if you only have copies of the personnel files at a location, I-9 files should be kept separate from other personnel records. Any medical information or other sensitive infomation (credit scores, test results) should be kept in a confidential file separate from the personnel records.

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This entry was posted on Wednesday, January 28th, 2009 at 8:35 pm and is filed under
Human Resources Management.
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