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Personnel Records

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How Long Should I Keep Personnel Records?

Retaining employee and personnel-related records is crucial for preserving documentation in case evidence is needed in a related lawsuit. The IRS may also request specific information regarding employees if they are being audited.

Suggested Retention Duration for Select Personnel Records

Document TypeSuggested Minimum Retention
Employee accident reports and claims7 years
Affirmative Action Plan1 year after plan expiration
Administrative Correspondence*3 years
*(Important memos, emails and other correspondence regarding strategy, services, programs, policies, procedures, planning and other such materials)
General/Routine Correspondence1 year
Legal Correspondence regarding employeesPermanently
Employee evaluations3 years following termination
Related contracts7 years following expiration
Employee demographic records3 years
Employee applications3 years from application date, hiring or related personnel action (whichever is latest)
Garnishments7 years
I-9 forms3 years after hiring date
Organizational chartsPermanently
OSHA logs5 years
OSHA medical exam records and related documents30 years from termination or resignation
Personnel files for terminated employees7 years following their termination
Petty cash vouchers3 years
Employee expense reports and related reimbursement vouchers5 years
Polygraph test results and records3 years
Timekeeping sheets, books, cards, etc.7 years
Payroll withholding tax documents7 years
Workers compensation documentation and claims10 years after final settlement or first closure
Pension and retirement recordsPermanently
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Other Documents

You can learn about suggested retention schedules by consulting similar tables provided in the corresponding section:

Important note: These lists were written to serve as a general guideline. Consult your CPA or a New York business attorney for specific advice on best practices and legal compliance requirements.

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